What are the responsibilities and job description for the Division 8 Project Coordinator position at Mills & Nebraska?
OVERVIEW:
Mills & Nebraska is looking for a highly motivated, energetic and strong Division 8 Project Coordinator for a growing project team at our Orlando, FL office location. Mills & Nebraska is a well-known distributor of commercial doors and hardware to some of Central Florida's largest General Contractors. This year, we celebrate our 90th year in business.
MAJOR RESPONSIBILITIES
- Review and confirm incoming contract documents with Estimator, Project Manager and Contract Administrator to match our bid proposals as to numerical value, quantities, etc., chart start up dates on the white board in Project Manager’s office.
- Coordination of submittal packages for each project, procure samples, color charts, shop drawings or any other G. C. requests for product literature. Review all returned submittals and note exceptions taken, notify Project Manager and respond accordingly.
- Follow up with Contract Administrator and make sure contracts are returned in a timely manner, if the project is CCIP, DCIP or OCIP make sure all paperwork is correct and assist Contract Administrator as needed.
- Assists Project Manager in organizing Kick Off Meeting prior to the start date of each project, per the PM Procedure for After Award of Job. Establish contact with an individual on each installation crew to insure we are filling out the daily jobsite reports.
- Assist PM by following up on all material orders and tracking all incoming project shipments. Work with Operations Manager and Shipping Department on outgoing deliveries and what is received at the jobsite, including the signature of the receiver.
- Prepare warranty documents from each manufacturer and send to Contract Administrator to prepare closeout documents.
- Assist PM with all communications to our customers, vendors and subcontractors when out of office or at a jobsite.
- Use sound professional judgment while representing the Company
AUTHORITY:
The Project Coordinator acts within company policies and applicable federal, state and local legislation to do whatever is necessary and make any decisions required to carry out effectively the strategic and operational goals of Mills & Nebraska. However, without the approval of the Owner may not:
- Commit the company to any capital expenditure, dispose of any company asset, sign any lease, contract or agreement, nor approve any unbudgeted expenditure.
- Change or revise established policies, procedures and controls.
- Engage personally in outside business that could conflict with the company’s interests.
- Enter into a relationship with any employee, which may have, or appear to have, an adverse effect upon his/her ability to carry out responsibilities of the job.
SKILLS, KNOWLEDGE & ABILITIES
- Exceptional organizational skills and attention to detail.
- Strong communication, presentation and writing skills.
- Ability to communicate effectively with all levels of management, vendors and contractors.
- Ability to work well under pressure in a fast paced, ever changing environment.
- Ability to multitask and prioritize effectively.
- Ability to effectively manage workflow as well as work effectively as part of a team.
- Passion for providing excellent customer/client service at the highest level.
REQUIREMENTS
The incumbent must have proficient knowledge in the following areas:
- Computer proficiency, with ability to work in MS Office based programs to include Outlook email
- Ability to learn NAVISION, and possibly PROTECH software and use software with proficiency
- Sign a confidentiality agreement as required from general Contractor/Owner as a project specific requirement
- Strong basic math skills
- Analytical and problem-solving skills
- Decision making skills
- Outstanding organizational skills
- Effective written communications skills
- Above average verbal communication skills
- Time management skills
EDUCATION/EXPEREINCE:
- At least a high school diploma; additional studies preferred in technical training specific to the needs/requirements of the position.
- This position requires a minimum of 1-3 years of like/similar experience preferably supporting a manufacturing or production capacity with hands on knowledge.
ADDITIONAL REQUIREMENTS
- Must be able to continuously see. Must be able to frequently stand, walk, view computer monitors, give & receive oral communication, bend, squat, reach above shoulder level, and discern color. Must be able to occasionally sit, drive, type, and make fine discriminations in sound.
- Must be able to regularly lift/carry up to 20 lbs.; occasionally lift/carry up to 50 lbs.
- Must be able to do repetitive simple grasping, fine manipulation on a frequent basis.
- Must possess a valid driver’s license and drive to and from work locations.
- Must be able to travel as required for Company business.
- As needed work a varied schedule that could include nights, weekends and holidays.
STAFF/BUDGETARY RESPONSIBILITIES
The Project Coordinator will not have direct reports or staff. However, the Project Coordinator will at times give guidance and/or work direction to other employees.
WORK RELATIONSHIPS
The Project Coordinator works with all levels of management, including owners, managers, and supervisors within the Company. Additionally, positive professional contact with external clients is required to provide for smooth flow of information and materials regarding receipt and delivery of products and distribution services.
