Description

SUMMARY

Under general direction, provides contract coordination, document control, and project tracking support to the Project Management team.

RESPONSIBILITIES

Contract Coordination

• Prepares and packages draft contract for Project Manager review.
• Supports negotiation and final edits to all vendor/contractor contract, then facilitates proper signature to execute
• Prepares and tracks processing and filing of all vendor contracts and insurance certificates

Document Control

• Prepares all project files and maintains them from project inception to closing
• Maintain and regularly all templates and forms for the Project Management team
• Maintains and updates digital files of building construction rules and regulations and building standards (finishes, signage, etc.)

Project Tracking

• Support Project Managers in tracking all current and upcoming projects in the Project status trackers
• Support Project Managers in the review and processing of tenant reimbursement requests
• Support Project Managers in preparing budget estimates and schedules as needed
• Prepares and reviews project close out packages, including lien releases, permits and as-builts
• Supports Project Manager in the production and distribution of project reports including all tracking sheets, change orders and invoices, to communicate costs and schedule
• Performs miscellaneous tasks as required (i.e., assists in the preparation of meeting minutes and agendas, filing, and meeting coordination)

Financial

• Works closely with Project Accountant to input and track contracts and invoices in the Yardi accounting system
• Tracks project cost and reports variances
• Track and review invoices in Yardi to ensure accuracy and efficient processing
• Tracks project budget and reconciles total project cost with Project Manager
• Collect and Code corporate credit card receipts for Project Managers as needed

Company

• Employee must meet and adhere to The Company’s attendance guidelines
• Employee should maintain professionalism and perform work in a businesslike manner at all times and treat other employees, clients, vendors and tenants with the utmost respect

Qualifications

SKILLS ABILITIES

• Excellent organizational and communication skills
• Effective business writing skills
• Able to exercise independent judgment and discretion about matters of significance
• Customer service oriented

MINIMUM QUALIFICATIONS

• Proficient in Microsoft Excel, Word, PowerPoint, and Outlook
• Yardi experience desired but not required
• Microsoft Project experience desired but not required
• Bluebeam and/or Adobe experience desired but not required.