What are the responsibilities and job description for the Project Controls Coordinator position at Stellar?
The Project Controls Coordinator is a pivotal role within our organization, responsible for assisting Project Managers in coordinating all aspects of industrial projects. This role demands a high level of organizational skills, attention to detail, and the ability to effectively communicate with various stakeholders to ensure the smooth progression of projects.
Duties/Responsibilities:
- Coordinate pre-qualifications and supplier set-up requests
- Collect, review and maintain subcontractor insurance
- Open projects in Stellar accounting system
- Enter new customers/vendors in Procore directory
- Ensures proper insurances are bound per owner contract
- Assist Project Developer/Project Manager with scheduling meetings as required
- Assemble electronic OM manuals and bookmark, with input from Project Manager
- Ensure project report cards are issued through Marketing department
- Complete job cost transfers
- Prepare invoices and requisitions for payment and review for accuracy
- Maintain invoice allocation log and provide revenue allocations to Accounting monthly
- Follow up with owners on overdue invoices
- Collect lien waivers from subcontractors and suppliers
- Review active documents (open sub/vendor invoices) and follow-up with Project Managers on documents aging over 14 days
- Issue commitments through Procore and ensure accuracy of commitments in Stellar accounting system
- Other duties as assigned
Required Skills/Abilities:
- Strong organizational and multitasking skills
- Excellent written and verbal communication abilities
- Ability to work effectively under pressure and meet deadlines
- Strong analytical and problem-solving skills
- Ability to manage budgets and financial aspects of projects
- Collaborative mindset with the ability to work well in a team environment
- Attention to detail and commitment to delivering high-quality work
- Strong understanding of construction processes and best practices
Education/Experience:
- High school diploma or equivalent
- Minimum of 3 years of experience in construction project coordination
- Proficiency with Microsoft and project management software and tools, including Excel, Word and Procore
Travel Requirements:
- Ability to travel occasionally to attend meetings, trainings, and events.
Physical Requirements:
- Ability to sit, stand, and walk for long periods of time.
- Ability to use a computer, phone, printer, scanner, and other office equipment.
- Ability to lift, carry, and move up to 25 pounds of files, documents, and materials.
About Stellar
Stellar offers a comprehensive package which includes:
- Competitive pay based on experience
- Paid Time Off – accrue 15 days (120 hours) within first year of service
- Paid holidays
- Medical, dental, and vision insurance options
- Tax-advantaged accounts (HSA, FSA, Dependent Care FSA)
- Company-paid life and disability insurance
- 401(k) – company match with immediate vesting
Stellar, headquartered in Jacksonville, FL, is a fully integrated firm focusing on design, construction, architecture, engineering, and mechanical services worldwide for over 30 years. Stellar combines a multitude of capabilities to create buildings and systems of exceptional long-term quality, value and efficiency. From food processing plants and healthcare facilities to refrigerated warehouses, automated production lines and beyond, we offer an integrated approach to meet all our clients’ needs.
Stellar is an Equal Opportunity Employer and does not discriminate against any applicants for employment based on their race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, physical or mental disability, genetic information, veteran status, uniformed servicemember status, or any other status protected by law.
