Project Coordinator

This role is involved in Roe Painting projects from start to finish.  This includes scheduling projects, communicating schedules to customers, coordinating with field staff and managers, verifying hours worked, managing the entire field schedule of projects to be completed.  A vital component of this job is excellent communication with the field and customers. This role could be looked at as being the “hub” of a very important wheel in the business with many spokes from the different divisions of the company running through it. The successful person in the role will have the ability to manage a great deal of details, follow very specific systems and will not need to be micromanaged to ensure they are doing their job.

This Project Coordinator role adds value to the organization by producing quality work that follows the company’s standards and ensuring work is accurate to the assignment, complete to company standards and on-time based on stated deadlines.

Knowing the numbers:

• Man hours needed to hit revenue goal vs. man hours scheduled
• How much revenue is scheduled
• How much revenue is ready to be produced (contracts signed, colors selected, equipment ordered)
• Tracking during project - hours worked, percentage of complete, materials purchased, current Gross Profit, projected Gross Profit, final Gross Profit

Skills and strengths needed for this role:

• Planning and sequencing
• Personal Organization, Time and Task Management
• Delegating, directing, prioritizing
• Written & Oral Communication
• Giving feedback to see others succeed
• Assertiveness, Energy, Drive
• Emotional Intelligence
• Negotiation, persuasion
• Team building
• Holding others accountable

Behaviors and Habits that are needed to be successful in this role:

• Taking ownership, solution finding
• Stress management
• Flexibility and adaptability
• Sense of Urgency
• Self-awareness
• Positivity
• Passion for efficiency and accuracy
• Task driven

Reporting and Accountabilities required of this role:

• Weekly Job Staging Meeting
• Weekly Report with Field Supervisor and General Manager
• Daily Huddles to review tasks, prioritize, expectations for outcome, clarify
• Attend weekly Operations Meeting, provide information as needed, takes notes
• End to end project documentation management

Customer Relationship - related to assisting customers during the staging and production of their project to resolve issues and maintain daily communication

• Friendly, accurate communication with customers 
• Quick replies to calls and emails regarding projects

Sales Integration - related to information transfer from sales to operations, paperwork, scope, job documents, and communication with sales team

• Commercial assistance, waivers, schedule of values
• Work flows seamlessly from Point of Sale to Production
• Data entry, job tracking, information

Sequencing and Scheduling - related to daily and weekly production targets, scheduling work for each crew, right crew, and related logistics

• Contractors have samples in a timely fashion
• Providing contractor submittals, contract documentation
• Supporting our customers through over communication where they are at, and where they are going in their journey with us
• Agreements, Deposits, Contracts, Change Orders, Powerwash, Work Orders, G/P support
• Supporting sales in pre-production tasks to get jobs ready to start and production team to bring the project to a 10/10 rating
• Supporting A/R
• COI, W9, Waivers, Pay Apps, Schedule of Values
• Trucks and vehicles, maintenance, registrations, etc
• Crew and Workforce Planning - related to weekly production targets, enough people, right people, crew assignments. Subcontracting Communication

Production Targets - productivity related to pace and quality according to daily production schedule

• Job costing accounting and updating
• Field staff have all information needed to be successful
• Field-hours worked goals are met or exceeded
• Projects are “revenue ready” so they can be started at a moments notice if necessary and keep production moving
• Crew scheduling is always up to date, mapped into the future and maximized to keep field-hours worked as high as possible

Job Profitability and Costing - related to tracking and oversight of expenses and costs on jobs, recording transactions in job costing reports, reporting on results

• Regular follow-up and attention to expense information
• Reviewing and correcting Time-sheet information, Clock-in / Clock-out

In summary, we are seeking excellence in verbal and written communication along with interpersonal skills and confidence in navigating spreadsheets and software, while displaying ownership of a task until it has been completed. This role has exposure to confidential information. Guarded and careful conduct is a requirement along with a light-heartedness for the variety of tasks that help others be successful in their role.