Project Coordinator

OBJECTIVE

The Project Coordinators objective is to ensure that a project is successful by organizing and managing its various parts from approval to completion on an administrative level. Providing support, organization and coordination for project activities and collaborating with project team members for the success of each project.

RESPONSIBILITIES

• Establish and maintain exceptional working relationships with customers, subcontractors, vendors, Project Team, all other coworkers, and management
• Understand each project’s scope of work, objectives, and customer expectations
• Work with Project Managers and Sales Team to develop and manage a detailed project schedule and work plan
• Establish, maintain, and distribute a schedule for all Technicians
• Coordinate internal and external resources, ensuring it aligns with the project scope, schedule, and defined budgets
• Provide project updates on a consistent basis to various stakprojectholders on each projects progress
• Maintain and keep up to date with the Project Status spreadsheets
• Assist with maintaining the Project Management Tool Maintain electronic project folders for each project and keep comprehensive project documentation organized
• Manage purchase order distribution and closeout to techs for project materials and parts, as well as purchase orders for subcontractors and rental equipment if needed
• Receive technician times weekly, apply hours to appropriate project, review times and report any discrepancies with Project Operations Manager, submit timesheets to accounting department for payroll
• Assist as needed with procurement of each newly approved project, including but not limited to project set up, invoicing, requesting/submitting/tracking submittals, equipment orders and providing additional support
• Assist with project equipment orders by working closely with vendors to track and follow up on equipment lead times
• Receive equipment and ensure we’ve received correct material by matching equipment with sales order/proposal, Tagging equipment with appropriate job information, and logging receipt of equipment
• Create a job field book for each project to provide our Project Managers and Leads with an onsite resource guide detailing the SOW, allowable budgets, equipment lists, equipment IOMs/Submittals, closeout checklists, and general project contact information
• Assist Project Operations Manager with identifying and drafting RFI’s; Submit, track progress, log all RFI’s, and file all documentation
• Pull and log all project permits; Request and schedule inspections, follow up on partials, and ensure successful completion and closure of each permit
• Assist with submitting warranty claims to vendors and shipping companies, maintaining claim log, ensuring receipt of claim invoice payment, and proper documentation and closure of each warranty claim
• Run hours for all projects on a weekly basis, updating the project status spreadsheet, and reporting any concerns to Project Managers
• Create and complete project closeout documentation and submit any required closeout documents to the client at the closure of each project
• Ensure that once each project is completed that project and all related work orders are successfully closed out, including researching and closing out PO’s
• Attend regular meetings with Project Managers, Sales Team, and Division Manager that discusses project progress, sales status, and project department goals; Create, manage and file all meeting minutes
• Receive service and warranty requests from clients, dispatch the appropriate personnel, provide service updates to the client, ensure that each ticket is properly closed out when completed and submitted to accounting for invoicing (if applicable)
• Review weekly open work order reports from corporate, research and investigate open work orders and their associated POs, close out any discrepancies
• Frequently research and source new vendors and subcontractors
• Keep ongoing communication with Project Team on overall status of current and upcoming projects, any general concerns, and achievements
• Attend other company meetings as requested to discuss status and goals; Offering support and assistance where needed
• Set up travel arrangements for technicians, Apply hotel and per diem costs to appropriate project, and Complete and submit per diem forms to admin.

REPORTING

• The Project Coordinator reports to the Project Operations Manager for supervision and accountability.

Job Type: Full-time

Pay: $50,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $50,000 - $55,000