Project Coordinator Supervisor

Job description

SonRay Construction is an established multi-trade subcontractor serving home builders in the greater Sacramento area and Reno, NV. We specialize in Roofing, HVAC and Solar operations. We take pride in recognizing the efforts and talents of our employees which allows us to continually exceed our clients’ expectations. With this growth brings us the opportunity to add an Project Coordinator Supervisor to our HVAC division.

Job Overview

The Project Coordinator Supervisor will manage and oversee the contract administration process with respect to all aspects of contracts, including data entry, coordinating and pricing of job information and job releases to ensure accuracy and timely, builder schedules are met, builder purchase orders are correct, and accounts receivable and field operations teams have all the information needed to start and complete projects. This role will also be involved in the planning and implementation of Smartsheet software for the HVAC division.

Job Responsibilities

Contract and New Job Set-Up

• Review all contracts for terms and requirements for new jobs to ensure contracts conform with the company’s terms.
• Conduct analysis to identify potential risks and repercussions of contract requirements.
• Maintain and prepare job folders to include all necessary information and documentation.
• Ensure documentation and information is complete and accurate and data is entered accurately into Vista accounting software.
• Understand, prepare, and track Owner Controlled Insurance Program (OCIP) documents.
• Update price changes in Vista and Import sheets and follow up with builders.
• Enter change orders in Vista, track and follow up for billing.
• Collaborate with Accounts Receivable team to ensure accurate information for billing and collections.
• Monitor and maintain contract activities in multiple builder portals.
• Prepare various project reports for key stakeholders as necessary.

Project Coordinator Team

• Review PC work and ensure accuracy with data entry into Vista and Google Sheets.
• Ensure job releases are obtained and processed within builder timelines.
• Review job import sheets (Google Sheets and Excel) for accuracy.
• Review entries into Vista and Google Sheets for accuracy.
• Review builder documentation on releases for discrepancies.
• Provide support as needed with troubleshooting Excel and Vista errors and provide training process improvements.

Smartsheet Implementation Lead

• Develop and manage implementation plan and timeline for Smartsheet project.
• Identify and mitigate potential risks and issues during the implementation process.
• Track progress and ensure projects stay on schedule.
• Collaborate with stakeholders to understand business needs and requirements.
• Design and implement Smartsheet solutions that streamline workflows and improve processes.

Skills and Abilities

• Ability to read and comprehend internal and external documentation such as contracts, scope of work, construction releases, and bid proposals.
• Advanced Microsoft Office skills, including Excel and/or Google Sheets is required.
• Problem solving – strong attention to detail, excellent analytical skills, and the ability to identify and resolve problems in a timely manner.
• Communication – strong verbal and written communications skills.
• Planning / organizing – ability to work independently, demonstrates accuracy and thoroughness, prioritizes, and plans work assignments, organized, and uses time efficiently to meet deadlines.
• Adaptability – adapts to changes in work environment, manages competing demands, and able to deal with change, delays, or unexpected events.
• Dependability – the individual is consistently at work and on time, follows instructions, responds to management direction, and solicits feedback to improve performance.
• Basic accounting, data entry and general math skills.

Education and Experience

• Bachelor’s degree – Business, Accounting, or related field preferred, but will consider work experience in lieu of degree.
• Construction administration and/or accounting experience in the construction industry preferred.
• Experience with Google Workspace and Smartsheet software required.
• SQL experience preferred
• 3 years’ experience required

Job Type: Full-time

Pay: $30.00 - $38.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Application Question(s):

• Do you have experience working with Smartsheet software?

Experience:

• Contract Admin or Accounting: 3 years (Required)

Work Location: In person

Salary : $30 - $38