Project Coordinator II

The Project Coordinator II will work cross-functionally with senior leadership within the development and construction departments by organizing project related tasks, maintain required administrative and contract databases, assessing the resources needed for contract completion and invoice processing. Working under the Project Cost Manager, the Project Coordinator II will exhibit communication skills that eliminate confusion and ensure expectations are properly managed with clients, team members, and partners throughout all levels of the organization.

RESPONSIBILITIES

• Adept at resolving problems, following instructions and achieving results quickly, in a fast-paced office environment.
• Review and administrate all speculative and predevelopment agreements, purchase orders and change orders, ensuring they meet contractual objectives by effectively managing the project schedule, cost, and scope, and prepare cost-to-completion reports.
• Drafts clients edit amendments and legal issues for review by Project Cost Manager, so they may be evaluated with the company's general counsel, and then submits final contracts for approval and signature once resolved. For all contracts requiring action; the PCII drafts contract correspondence; prepares and maintains documentation on a variety of contract and contract administration issues for future use.
• Assures contracts issued are in compliance with the general counsels' rubric, including all necessary clauses and details that are to be included in contracts, and coordinating with the legal department when necessary.
• Monthly excel reporting of all current contracts, their balances and invoices scheduled to the senior development and construction teams, and maintenance of an organized system of physical and digital records.
• Actively communicate with the Project Cost Manager, sharing the current statuses of agreements, purchase orders, change orders and invoices by project.
• Performs detailed review of soft cost invoices to ensure conformance with contract provisions and budget; requests additional information and invoice modifications to ensure compliance with contract terms and conditions; briefs the Project Cost Manager on contract issues and recommends appropriate courses of action; participates in the approval process for payment of client invoices.
• Maintain up to date records of all invoices received, processed and submitted, utilizing the Pay 2 Elevate software, and ensuring each one presented reflects the services agreed.
• Manage the new client set up process, working with the Risk Management team to submit new client forms and insurance renewals for projects.
• Evaluate and study the project code and job cost code process, to ensure agreements, proposals, change orders and invoices are correctly drafted, coded, and administered.
• Coordinate the gathering of signatures needed for rush check requests, utility forms, senior leadership approval and agreements.
• Provide documents required by the Development Managers as part of their due diligence and underwriting as requested, following the instructions provided to ensure accurate completion.
• Build and maintain strong working relationships and interface with people from individual contributor to executive levels in all areas affected by a project.
• Attend Company sponsored events that relate to the development of the team, which, from time to time, may include overnight stays at locations away from the employee's home.
• Other duties as assigned.

SKILLS/QUALIFICATIONS

• Ability to work in a fast-paced environment while maintaining strong working relationships with team members and project stakeholders.
• Possess an emerging understanding of federal, state and/or conventional financing programs applicable to relocation, rehabilitation, and/or new construction of affordable housing and or permanent supportive housing.
• Ability to effectively communicate at a variety of levels and interact with public and private agencies.
• Ability to record information for future use during training and team meetings.
• Advanced knowledge of Windows and Office software including but not limited to, Excel, Word, Microsoft Project, Power Point and Microsoft Outlook.
• Make generalizations, evaluations or decisions without immediate supervision once trained.

EXPERIENCE/EDUCATION

• 2-5 years of project coordinator and/or contract administrator experience.
• High School diploma or equivalent required; Some College preferred.
• Prior experience working within the project development or construction industry.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

• Operate computer and office equipment.
• Work is primarily sedentary in nature.

FLSA

• Non-Exempt