Project Coordinator

Position Summary

The Project Coordinator works in support of the Operations Management and Project Controls Staff with the tracking, organization, and validation of project data such as labor, equipment, and other applicable project costs. This role works with field management to collect and track pertinent project information through the project lifecycle. This position will report to the Project Coordinator Supervisor.

Duties/Responsibilities

• Prioritizes conflicting needs, handling matters expeditiously and proactively often with deadline pressures.
• Provide administrative support to the operations team as needed.
• Establish and maintain commonality and continuity of record keeping, including physical & electronic filing systems.
• Assist Project Manager with various activities, including managing files for bids, submitting bids, securing bid bonds and certificates of insurance, setting up new jobs in the ERP, completing pre-qualification questionnaires, logging hours for subcontractors, reporting hours and/or incidents on ISNetworld site, support development and tracking of change orders and project closeout forms.
• Maintain customer required data such as diverse spend, project rosters, safety data, and key performance indicators.
• Assist Project Managers with preparation and reporting of monthly accruals to customers.
• Assist Project Managers with preparation and submittal of safety plans.
• Request and send or prepare lien notices or waivers.
• Assists in tracking, validating, and organizing project cost and billing information in support in support of work in process.
• Works with clients on troubleshooting jobs or services dispatched by clients on required platform(s).
• Uploads dispatched jobs or services to internal Project teams by utilizing required platform(s).
• Assist Controls team in presenting project and financial data for resource meetings.
• Works collaboratively with field personnel and project controls to maximize data integrity.
• Troubleshoot inaccuracies of data such as payroll prior to processing into billing. 

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Qualifications

• Associate’s degree or equivalent combination of education, training and experience.
• Demonstrated proficiency in MS Office, including Word, PowerPoint, and Excel.
• High levels of discretion and judgment in both interpersonal and business matters.
• Strong organizational skills and the ability to prioritize and perform multiple tasks.
• Strong interpersonal skills and the ability to build relationships with stakeholders, including internal staff and external professionals.
• Must have strong written and verbal communication skills.
• Resourceful team-player, yet with the ability to effectively work independently.
• Proven ability to handle confidential information with discretion.
• Focused on client service and meeting deadlines.

Travel

There may be occasional travel for off-site meetings, events or other business matters.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and hear. The employee is required to sit at a desk and work on a computer for prolonged period of time.

Position Type/Expected Hours of Work

This is a full-time position. The days and hours of work are Monday through Friday, 8:00 a.m. to 4:30 p.m.

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