Close Out Coordinator

Job Description

Position:
Close Out Coordinator    
Classification:
Non-Exempt       Reporting to:
Project Controls Manager

Summary/Objective:

The Close-Out Coordinator position is responsible for obtaining all required construction related documentation for client billing on all completed projects by effectively working with subcontractors, project management teams and field superintendents.  They also coordinate and verify documentation required for partial billings to the client. 

The successful candidate will have a positive, professional demeanor, excellent interpersonal skills and will be able to work as a team player. The nature of the work will require that the candidate demonstrates initiative and responsibility and be flexible/adaptive to a fast-paced and fluid business environment. Candidates must be able to communicate effectively and decisively with all levels of the organization and able to solve practical problems.

Essential Functions:

• Collects, organizes, and verifies all required project closeout documentation and partial billing documentation.
• Communicates and coordinates weekly meetings with Project Management Teams on project status, client specific items and areas of concern for final close-out.
• Maintains and updates project close out report by adding newly completed projects to close out report, tracks status of closeout documents needed, and removes closed projects from the report.
• Reviews the Work-In Progress sheet for projects reaching completion date, communicates with the Field Superintendents for support and coordination to collect project closeout documentation.
• Communicates with Accounts Receivable when all partial billing documents are collected and compiled by the required billing deadline.
• Communicates with Accounts Receivable when all close-out documents are collected and compiled for final billing.
• Schedules and manages follow-ups with necessary subcontractors, Field Superintendents, and PM Teams to obtain proper documents.
• Completes data entry into the project management system for closeout information.
  
• Achieves and maintains a project close out day overall average of 45 days or less.
• Other duties as assigned.

Knowledge, Skills, and Abilities:

• Works well under the stress and pressure of a deadline such as bid due dates.
• Works in a team mentality in producing a project with the superintendent, customer, and subcontractors.
• Client focus. Possesses exceptional customer services skills and builds strong and lasting relationships with customers.
• Communicates professionally and politely with customers, subcontractors, architects, and other vendors; working to develop and maintain these relationships.
• Able to think quickly and critically to help solve any problems that may arise in the job.
• Ability to prioritize and adapt to daily changing needs of the project, customer, or business.
• Strong work ethic

Work Environment/Physical Demands:

• Normal office environment
• Able to sit or stand for long periods of time working at a computer.
• Employees need to be able to lift up to 20 pounds as frequently as needed to move objects.

Education and Experience:

• Associate degree in business.
• Minimum of two (2) years in an office setting demonstrating meeting deadlines, strong communication and ability to work cross functionally.
• Proficient in Microsoft Office Suite or similar applications.

Preferred Experience:

• Experience with one or more of the following is a plus: commercial construction or related businesses or proposal development.

Office and Travel:

• Position based at the corporate office location with no travel.

The statements above are intended to describe the general nature and level of work being performed by people assigned to this job.  Employees may perform other duties as assigned to meet the ongoing needs of the organization.