Project Coordinator

Job description

JOB TITLE: Project Coordinator

JOB CLASS: Hourly, Full Time

JOB HOURS: 40 Hour Week, Typically M-F 7:00 am to 3:30 pm with occasional overtime work.

JOB DESCRIPTION:

The Project Coordinator will carry out various daily/weekly/monthly administrative services related to construction and/or maintenance projects and contracts for assigned facilities and regions. This may include special projects, events, and requests. Project Coordinators assist Project/Program Managers and Directors of Construction with organizing and controlling activities throughout the life cycle of the project or contract. This may include preconstruction hand off, job set up in ERP system and various other required platforms, submittals, material procurement and purchase orders, change orders, RFI’s, subcontractor agreements, equipment costing/tracking, customer invoicing, collections and project close procedures.

DUTIES and RESPONSIBILITIES

• Attend Pre-Construction meetings to develop project plan, including timelines, milestones and deliverables.
• Serve as the main point of contact between project teams, general contractors, subcontractors, vendors, Corp Finance and Operations Team
• Create and track all projects through our ERP system and various platforms.
• Assist with procurement of materials, issuance of purchase orders, subcontracts, submittals, submittal tracking, change orders and progress reports.
• Facilitate and generate customer invoicing, which may include various methods such as, Progress, AIA, Time & Material invoicing.
• Accurate completion and maintenance of all project documentation.
• Ensure and facilitate compliance for all administrative contractual obligations and terms and conditions, such as DBE reporting, Certified Payroll, lien waivers, and all other deliverables as required.
• Address customer and vendor concerns and feedback in a timely and professional manner.
• Report on project status, budgets, expenditures, forecasts and relevant metrics to Project/Program Managers, Directors of Construction and Finance Department for review.
• Assists Project/Program Managers, Directors of Construction and field personnel as necessary.
• Performs various other duties as assigned.

EXPERIENCE, SKILLS and ABILITIES:

• A minimum of 4 years of experience in an administrative capacity overseeing and coordinating Construction Projects or Maintenance contracts. A combination of both is preferred.
• Working knowledge of ERP software, project management/scheduling software is a plus.
• Working knowledge of project accounting controls.
• Ability to manage multiple projects and contracts simultaneously.
• Strong analytical, organizational and critical thinking skills.
• Knowledge of general accounting practices and principles.
• Ability to read, interpret and prepare documentation and reports.
• Effective communication of findings and metrics to facilitate productive discussions.
• Must be available to adjust working hours as necessary dictated by work volumes.

CERTIFICATIONS / LICENSES / SOFTWARE:

• Construction ERP software (Preferably Viewpoint Spectrum)
• Proficiency in Microsoft Office software with heavy use of Excel and Outlook.
• Customer Invoicing experience is required.
• Familiarity with bid, scheduling and project management software is a plus
• Experience in purchasing, accounts payable, accounts receivable and payroll experience is a plus.

WORK ENVIRONMENT:

• Prolonged periods of sitting at a desk and working at a computer.
• Must be able to lift at least 15 pounds.