Summary: As a Project Coordinator, you will play a crucial role in ensuring the smooth execution of various projects. Working under the direct supervision of the Program Manager, you'll be responsible for billing/invoicing and cost/budget tracking, coordinating report creation, record management, communications, project activities, managing resources, and facilitating communication between team members and managers.

Responsibilities:

Billing/Invoicing and cost/budget tracking

Coordinate Project Activities:

• Organize project schedules, resources, equipment, and information.
• Break down projects into manageable tasks and set realistic timeframes.
• Liaise with internal teams to identify and define project requirements, scope, and objectives during PM group meetings.
• Work as trusted advisor with customer, work with internal and external teams to deliver successful projects, travel to customer and/or partner locations as required, successfully complete customer mandated training.

Assist with Administrative Tasks:

• Create and manage project modules using NetSuite.
• Maintain comprehensive project documentation.
• Manage minutes from project meetings.
• Handle financial queries related to the project.
• Receive review, forward and track travel requests associated with the project.
• Create PowerPoint presentations when needed

Resource Management:

• Assist with schedule resources, including vendors and subcontractors.
• Ensure efficient resource allocation, especially during high-demand construction seasons.
• Liaison with project stakeholders on an ongoing basis.
• Present reports defining project progress, problems, and solutions to senior management and other key stakeholders.

Client Interaction:

• Greet and assist customers in person, over the phone, or via email.
• Answer, route, and manage incoming calls, faxes, and emails courteously and professionally.
• Assist with contacting customers as needed for payment collection procedures.

Change Order Requests:

• Receive and review change order requests.
• Track and forward these requests to the Program Manager or Project Manager for approval or denial.

Deadline Management:

• Work under pressure and meet deadlines in a positive and professional manner.
• Analyze risks and opportunities to ensure successful project completion.

Safety Coordination:

• Acts as a role model and requires safe behaviors and practices.
• Reports unsafe conditions or situations, asks for guidance to ensure safety, requests and requires safety training.
• Puts safety first and foremost, always above financial goals or deadlines.
• Immediately reports all on the job accidents and injuries.
• Reports damage, an accident, maintenance needs, or repairs to safety rep on any company vehicle. Practices and follows safe driving procedures as described and required in safe driver training.
• Other duties as assigned.

Education: An Associate's Degree or equivalent job experience is preferred

Required Experience:

• 2-3 years of NetSuite experience
• Billing/invoicing and cost/budget tracking

Preferred Experience :

• Third party platform billing experience (Examples: iSupplier, Textura, Procore and GC Pay)
• Ability to support Program Manager during absence with reviewing/approving team expenses, Time Cards, vacation requests, other administrative tasks.
• Willing to conduct further training/development to improve skill sets to progress to Sr. Project Coordinator/Project Manager in future.
• Excellent communication skills are essential. Project coordinators need to interact with team members, stakeholders, and clients. Clear and concise communication ensures smooth project flow.
• Proficiency in using computers for various tasks is crucial. Familiarity with tools like Microsoft Word, Excel, and Outlook is often required.
• Project coordinators work closely with project managers, team members, and clients. They should be able to collaborate effectively within a team.
• While working collaboratively, project coordinators also need to function independently. They should be self-motivated, organized, and capable of managing their tasks.

• Ability to continually be organized, multitask, works under pressure / deadlines, in a positive and professional manner.

Licenses, Certifications: Must have a valid state driver's license and be insurable per an acceptable driving record. Some higher education or vocational training, specializing in Project Administration is desired. You must have or be able to obtain a Certified Associate in Project Management (CAPM) certificate. In high security customer work areas, must pass a stringent government back ground checks.