What are the responsibilities and job description for the Project Coordinator position at First Dunes?
Primary Responsibilities:
As an Office-Based Project Coordinator at First Dunes Inc, you will play a pivotal role in supporting project operations by ensuring smooth coordination between the office, field, and external parties. Your tasks will involve project documentation, purchase order management, material procurement coordination, and maintaining compliance with contractual obligations. Key responsibilities include:
Purchase Order Management:
- Entry and issuance of purchase orders and bills.
- Confirming with Field or Executive Project Managers about the scope of work, pricing, terms, and cost code breakdown.
Material Coordination:
- Facilitating communication between Field Project Managers and suppliers to ensure timely delivery of materials.
- Checking subcontractor and supplier statements against First Dunes' records and resolving any discrepancies.
Scheduling and Compliance:
- Updating and maintaining job schedules to ensure all tasks remain on track.
- Coordinating deliveries, appointments, and service providers for seamless project execution.
- Managing compliance documents from subcontractors, such as insurance certificates, contracts, and lien waivers.
Billing and Invoicing:
- Preparing bi-weekly owner invoices and tracking payments in coordination with the Bookkeeper and Accountant.
- Ensuring accuracy in billing and cost allocation across projects.
File Management and Project Documentation:
- Maintaining organized project files on platforms such as Dropbox, Plangrid, BuilderTrend, and CompanyCam.
- Creating job site QR codes for the distribution of plans and specifications to the field team.
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Daily Responsibilities:
1. Purchase Orders and Bills:
- Entry and issuance of purchase orders, coordinating with managers on scope and terms, and ensuring accurate cost breakdowns.
2. Material Coordination:
- Ensure timely procurement and delivery of materials, checking statements and addressing discrepancies with vendors and suppliers.
3. Schedule and Service Coordination:
- Update and maintain project schedules, coordinate service provider appointments, and track deliveries to keep projects on track.
4. Billing and Compliance Documentation:
- Prepare and send bi-weekly owner invoices, and manage subcontractor compliance documentation like insurance certificates and lien waivers.
5. File Management:
- Maintain organized and accessible project files, ensuring easy collaboration between team members through Dropbox, Plangrid, and other platforms.
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Skills and Qualifications:
- Fluency with Google Sheets and Google Docs is required.
- Excellent written and oral communication skills.
- Solid math and accounting skills.
- Tenacity in handling difficult personalities and resolving issues effectively.
- Basic graphic design skills to assist with tasks like creating job site QR codes.
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Reporting Structure:
This position reports directly to Director of Operations. The Office-Based Project Coordinator will work closely with all members of the First Dunes team, providing essential support to the Field Project Managers, Executive Project Managers, Bookkeeper, and Accountant.
While the Project Coordinator reports directly to the Director of Operations, the employee is free to communicate with and take orders directly from the partners. Open communication is encouraged to maintain alignment and ensure smooth project execution across the board.
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Work Environment:
First Dunes is a third-generation family-owned business driven by its dedication to building durable, functional, and stunning high-performance homes. The company thrives on its fast-paced, problem-solving culture where nothing is impossible, and challenges are seen as opportunities for innovation and growth.
We operate as a lean, dynamic team with a collaborative work environment where every member supports each other. Our goal is to continuously find new ways to improve teamwork and deliver outstanding results for our clients.
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Compensation:
Compensation for this role is dependent on experience and will be discussed during the interview process.
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Additional Benefits:
- A company-provided laptop and phone.
- Full support and access to the necessary tools and software platforms, including Dropbox, Plangrid, BuilderTrend, and CompanyCam.
We look forward to reviewing your application and potentially welcoming you to the First Dunes team.
Job Type: Full-time
Pay: $50,000.00 - $60,000.00 per year
Benefits:
- Cell phone reimbursement
- Health insurance
- Opportunities for advancement
- Paid time off
Schedule:
- Monday to Friday
Ability to Commute:
- Great Neck, NY 11021 (Required)
Ability to Relocate:
- Great Neck, NY 11021: Relocate before starting work (Required)
Work Location: In person
Salary : $50,000 - $60,000