What are the responsibilities and job description for the Project Coordinator position at APIC Solutions?
NOTE: This position supports our project in Santa Teresa, NM. This is an on-site position and not eligible for remote or hybrid options.
Position Summary
APIC Solutions is seeking a detail-oriented and organized Project Coordinator to support our Operations team in New Mexico. In this role, you will provide comprehensive program management support, including financial reporting, contract administration, project coordination, and administrative oversight. This position is ideal for someone who thrives in a fast-paced environment and has a passion for supporting project success through meticulous attention to detail and strong organizational skills.
Key Responsibilities
Project Setup & Management
- Open all jobs and work orders in Spectrum
- Setup new customer accounts
- Setup job budgets with information provided by managers
- Create and maintain project folders and files
- Coordinate project close-out documentation including O&M manuals, shop drawings, and test reports
Contract & Administrative Support
- Review all contracts and subcontracts for contract administration, communication, and documentation requirements
- Manage change order tracking
- Assist managers with project documents
- Maintain project files, records, and document management systems
- Implement records management programs for filing, protection, and retrieval of records
Submittal Management
- Complete and track submittals for all projects (prime and sub-contractors)
- Manage electronic and manual submittal submissions
- Prepare required copies of all materials for submission to prime contractors and state agencies
- Track submittal approvals, rejections, and status updates
Financial & Accounting Support
- Input all invoices, receipts, charges, and other costs into Spectrum
- Maintain Work-In-Progress (WIP) logs and coordinate with managers for completion
- Manage budget data entry into accounting system
- Administer job costing and cost-to-complete meetings with managers and accounting
- Prepare and submit purchase orders, invoices, and related forms
- Maintain purchase order roster and invoice records
- Prepare project billings and customer invoices
- Prepare and track bond requests
- Resolve payment issues with customers
- Ensure timely and accurate data entry and verification in accounting systems
Reporting & Analysis
- Create required management reports as requested
- Prepare reports for contract compliance, ensuring accuracy and timeliness
- Generate necessary financial records and reporting
- Complete customer service surveys
Payroll Support
- Complete weekly payroll for field employees
- Ensure accuracy of payroll data, including journeyman-to-apprentice ratios
- Track and manage missed punch forms
- Communications & Coordination
- Coordinate and schedule meetings between managers and APIC teams
- Maintain Outlook calendar management
- Assist in resolving customer complaints and answer inquiries regarding policies and procedures
- Represent the company at meetings and conferences
- Meeting preparation and recording
About APIC Solutions
At APIC Solutions, we are committed to delivering exceptional customer service through a collaborative approach. We are seeking a collaborator who is dedicated to supporting our team and contributing to the company's growth. We value creativity, initiative, and a strong commitment to meeting our clients' needs.