Project Coordinator Jobs

SUMMARY

Project Controls Coordinator is responsible for overseeing all data entry, maintenance, documentation and reporting in database(s) and with all project stakeholders. Inform team members on current status of jobs costs, and handle job documentation. Also serve an administrative function in filing important documentation, setting up design/productions meetings, distributing project updates, and facilitating team communications.

ESSENTIAL DUTIES

To perform this job successfully, an individual must be able to perform each of the following Essential Duties satisfactorily. This list is not intended to be an exhaustive list of all functions, responsibilities, skills and abilities. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the Essential Duties of the position, provided it does not create an undue hardship on the Company.

1. Oversee data entry, documentation and reporting in database(s) and with all project stakeholders

2. Review, adjust, and communicate job reports, invoices, and job performance

3. Open and input new jobs / sales & work orders with all required documentation, files, and accounting details

4. Assisting in prebid and preconstruction meetings

5. Maintain customer and contract information and agreements

6. Assist with project bidding, estimates to customers, obtaining quotes, and updating company bid board; ensure they meet company standard formatting

7. Obtain, record, and maintain data of estimates and bidding results for analysis

8. Review jobs for bonding requirements (bid / performance payments); execute awarded bids / contract for terms / specifications. Coordinate with company Contracts Administration for contracts / change orders

9. Set up jobs with Project Manager's estimated / projected costs and schedule of values into database(s)

10. Assist in new project handoffs from estimator to project leaders

11. Maintain storage and retrieval of plans, specifications, and drawings

12. Manage communications, billings, inquiries, and requirements with customers, subcontractors, and general contractors in accordance with their policies

13. Analyze purchase orders / contracts for all pertinent information to generate and match invoices

14. Assist with generating purchase orders and committed costs; input these into accounting system

15. Invoice all contracts, time and materials, and work orders; manage job-specific tax requirements

16. Validate / approve Accounts Payable invoices

17. Work with Accounts Receivable to keep customer accounts current and resolve payment differences

18. Assist with work authorizations, change orders, and additional quotes as needed

19. Provide notarized lien waivers in order to receive payment for certain projects

20. Close completed jobs as directed with proper documentation to project stakeholders

21. Process division payroll and timekeeping in accounting system

22. Identify and initiate Certified Payroll when required

23. Perform administrative tasks related to division, management, support functions, employees, customers, and vendors, including expenses, data entry, preparing documents, coordinating events, and assisting with departmental devices, software, and website

24. Ability to communicate when questions/disputes arise

25. Assist other team members as needed 26. Work in a constant state of alertness and in a safe manner 27. May be required to drive a vehicle for business purposes occasionally and maintain valid driver’s license and driving record that meets company policy

28. Regular attendance and punctuality are essential for employee job performance

29. Perform other duties as assigned

SKILLS AND COMPETENCIES

? High school diploma or general education degree (GED) preferred

? Three years of experience in construction administration or in related field

? Accounting software experience and familiarity with Spectrum Viewpoint preferred

? Knowledge of construction documents (plans and specifications)

? Experience with estimating software a plus

? Ability to communicate clearly, written and verbally; ability to deal with difficult people and situations

? Good organizational and time-management skills; knowledge of filing systems and organizing principles

? Proficiency in MS Office (Word, PowerPoint, Excel, and Outlook)

? Ability to complete daily tasks with limited supervision and minimal errors requiring re-work

? A current valid driver’s license is required