Project Coordinator

The City of Madison Engineering Division is seeking a highly-organized and detail-oriented Project Coordinator to join our team. In this role you will work with Project Managers and Construction Managers to deliver projects on time, within scope, and within budget. The Project Coordinator is responsible for coordinating project activities, maintaining project documentation, tracking progress, and facilitating communication among impacted parties of the project.

Employees may be eligible for loan forgiveness through the Public Service Loan Forgiveness Program.

Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply. We value the unique blend of lived experiences and diverse perspectives that comes from non-traditional education pathways and the variety of transferrable skills each candidate brings to the table. We value diversity, equity, inclusion, and belonging. Even if every item on the job posting doesn’t match your experience perfectly, we encourage you to apply and share how your skills and experience can best serve our community.

Project Management and Contract Administration 

• Oversee, track, and maintain annual/biennial bid bond records. 
• Attend bid openings. Check submitted bids; verify bonding agents and bid bonds. Provide apparent low bidder an opportunity to correct or provide additional information. Create and distribute bid tabs with cost allocations for award. Coordinate posting of results on City website and Bid Express.
• Generate and distribute contract documents, bonds, subcontractor lists, and Best Value Contracting (BVC) documentation for signatures and submittals. Communicate with contractor regarding prequalification and BVC requirements for subcontractors. Review submitted documents to ensure compliance. Verify targeted business participation goals. 
• Review and resolve issues. Coordinate routing for required City signatures.
• Issue start work letters. 
• Review pay applications to confirm pay quantities match installed quantities. Verify subcontractors listed as having worked on site during each pay period have been approved to work on the project and have satisfied applicable prequalification and BVC requirements. Work with contractors to resolve issues. Confer with Principal Construction Engineer to determine if all or a portion of pay application should be held pending compliance.
• Request, obtain, maintain and interpret apprenticeship documentation from contractors to extent required by MGO 33.07(7), track apprenticeship utilization and or exemptions in contract database for BVC. Prepare yearly summary on apprenticeship usage by trade.
• Process contracts for field acceptance. Review punch list items to ensure all outstanding issues have been resolved. Notify inspector if there are outstanding issues. Cross-check final quantities and pay application quantities with installed quantities documented quantities. Advise inspector of any discrepancies. Verify contractor and subcontractors have submitted all required documentation. Communicate with contractors to obtain all required information. Create Notice of Substantial Completion for Principal Engineer’s review and signature.
• Process contracts for close out. Verify contractor and subcontractors have submitted all required documentation. Coordinate release of contract retainage with Engineering Finance.
• Disseminate information through City of Madison website, listservs, etc.
• Recommend procedural changes or guidelines based on observed program needs and assist supervisor in follow-through activities.
• Manage AutoDesk Construction Cloud (ACC)
  • Create and set up new projects.
  • Update individual project settings per established procedures.
  • Create users and assign roles for City and contractor’s designated staff. 
  • Create budget, contract, and schedule of values for individual contracts.
  • Generate assets for use by inspectors in tracking installed quantities. Assist with drawing and linking assets to plan sheets.
  • Monitor project warranty expiration dates and warranty punch lists. Respond to bond status inquiries from sureties. Once all warranty punch list issues have been resolved notify bonding agent that bond is released. Close contract and extract data to store in SharePoint Online. Deactivate contractor access to closed projects.
  • Provide contractors and inspectors assistance in using ACC.
  • Assist in development, testing, training and implementation of new workflows in ACC.

Sidewalk Replacement and Resurfacing Program

• Process sidewalk repair requests and rebate disbursements.
• Process and disseminate street terrace permits. 
• Assist with maintenance of databases for sidewalk replacement, resurfacing, and material ticket quantities.

Customer Service and Information

• Provide all services with a resident/business-focused philosophy. Promote "no wrong number" policy that ensures each and every resident and business contact with Engineering results in the resident or business being directly connected with the person in City government who can respond to their request.
• Provide program procedure information to residents and businesses. Refer technical questions to appropriate City staff.

Other Related Duties

• Coordinate Contractor and Public Works user group meetings. Schedule, prepare and disseminate agendas, minutes, and action items. Coordinate responses by City agencies so information can be disseminated to contractors.
• Process purchasing documentation. Verify purchases are charged to proper accounts. Receipt materials and supplies as received; confirm accuracy of invoices; process pay requests. Review prices regularly to ensure pricing is competitive. Identify alternative sources and methods of supplies. 
• Order and oversee maintenance of adequate office supply inventory. 
• Train and advise lower-level staff on procedures.

Perform related work as required.

• Four (4) years of responsible clerical support experience that included significant administrative responsibilities; AND 
• One (1) year of directly-related leadership or programmatic experience.

-OR-

• Bachelor's degree in engineering, construction management, public administration, business administration, or a closely related field; AND
• One (1) year of responsible clerical support experience that included significant administrative responsibilities.

-OR-

• Four (4) years of experience in applying the following:
  • Office practices and procedures
  • Computer software applicable to the duties of the position; AND
• Two (2) years of experience in applying the following:
  • Business administration principles and procedures
  • Budgetary methods, forms and controls

The City of Madison strives to provide exceptional customer service to all its residents and visitors.  Therefore, successful candidates will have demonstrated ability to work effectively with multicultural communities.
For the complete list of the knowledge, skills, and abilities, please reference the classification specification.Physical Requirements:

Work in this position is primarily sedentary, requiring the ability to sit/stand at a desk, work on a computer and use a monitor for extended periods of time.

*Payroll title is Program Assistant 2.

Salary : $59,728