Project Coordinator

Mission

The Project Coordinator owns the effective information flow between field, office, customers and vendors/subcontractors, is proficient in and provides leadership to the team regarding company process for contracts and project accounting, and coordinates project activities from start-up to close-out.

Key Responsibilities

• Owns job start-up and close-out according to company process for this role.
• Knows the project budget, understands standard phase codes and how they are used, reviews costs as they are charged to ensure they are accurately captured, and tracks change requests and change orders to ensure timely resolution.
• Ensures timely and accurate billings and drives the collections process including the lien release process as well as compliance on prevailing wage projects for subs and A-C.
• Using expertise in Company process and knowledge of projects, contracts and their requirements, compiles and organizes all records for the project as required in Company ERP, Procore, Track on the server and elsewhere as required.
• Proactive and effective communicator – “the glue that holds the project(s) together.”

Additional Job Duties

• Reviews contract noting key and/or unique elements that must be adhered to, deadlines, forms, rates, etc.
• Attends required project meetings and is responsible for notation of action items and follow-up, coordinating and collaborating with Project team to plan and execute best project outcome.
• Assist the Project team with the management of the flow for Change Requests and Change Orders, billing and sub compliance with each to be reviewed by Project Management on project assigned.
• Ensure job-related documentation is up-to-date and maintained according to company policy.
• May attend job site meetings in the event Project Management is unable to, escalating matters of importance and ensuring clear communication of issues discussed to Project Team.
• Serve as A-C support to subcontractors; escalating to Project Management when there is a problem.
• Setup and review of subcontracts as required for the project; following company policy with respect to compliance with the project requirements such as OCIP/CCIP, prevailing wage requirements, skilled workforce requirements, M/W/DBE requirements, etc.
• Will review reports from the field including Daily Project Reports, DWRs and timesheets, escalating to the Assistant Project Manager or the Project Manager if inconsistencies are noted reviewing for accuracy, relevancy and action if needed.
• Utilizing the project information gathered during the month, leads the pre-projection review and post-projection review meetings with Project Team pointing out inconsistencies with budgeted items, change requests that are needed and other items important to the successful execution of the project. In short, “knows where the project budget is during the month and at projections.”
• Works with team to ensure all are aware of cash flow on the project – this starts by understanding and assisting with the SOV process and continues by providing cost reporting at billing time to ensure we are billed appropriately.
• Collect and price T&M tickets, review DWR’s for consistency, obtaining PM approval to ensure billing timely (no less than monthly).
• Ensures budgets are entered timely, which includes setup for the budgeted to be entered including entering the original estimate in the budget workbook.
• Invoice review and approval.

The duties and responsibilities are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing, and other duties will be assigned based on the position’s role within the business unit.

KEY BEHAVIORS THAT ENSURE SUCCESS IN THIS ROLE

• Attention to detail and organization with the ability to multitask
• Takes initiative and uses resources to propose solutions to problems
• Extreme communication and ownership over responsibilities
• Ability to corral a team to get deliverables, deadlines, and general functions completed on time and accurate

Requirements

• High school diploma. Some college preferred.
• Experience in construction administration and accounting (3-5 years)
• Advanced Excel level (ability to create pivot tables, “sumif” formulas, etc.)
• Experience in ERP-level systems such as Spectrum
• Experience in using AIA and other construction documents
• Previous experience with payroll and accounting highly desired