What are the responsibilities and job description for the Project Controls Coordinator position at VIA Metropolitan Transit?
GENERAL DESCRIPTION OF WORK:
R esponsible for maintaining project records , c oordinat ing and schedul ing project related meetings , assist project team with procurement processes by preparing necessary forms , and t racks department budget and expenditures.
ESSENTIAL FUNCTIONS:
Manages project related paperwork by ensuring all necessary documents are current, properly filed and stored, in accordance with Project Controls guidelines. Regularly updates and maintains records such as project plans, budgets, schedules, and other relevant data.
Supports project team by performing administrative and clerical tasks, such as managing invoices, purchase orders and inventory reports, along other financial documents.
Assists Project Managers with monitoring projects.
Assists in the review of payment request submission forms from consultants and contractors.
Assists in the procurement of consultants and contractors.
Monitors the project procurement process to assure timely processing of purchases.
Acts as the liaison between the project team and project consultants throughout the project life cycle.
Schedules and organizes project meetings, draft agendas, transcribes meeting minutes, and ensures the completion of tasks derived from meetings.
Documents and generates reports.
Answers phones when necessary.
This job description excludes marginal functions that are incidental to performing the job. Other duties may exist .
REQUIRED EDUCATION AND EXPERIENCE:
High School Diploma or equivalent and five ( 5 ) years of experience in construction, business administration, or related field .
PREFERRED QUALIFICATIONS:
Associate’ s degree
ADDITIONAL REQUIREMENTS:
Advanced knowledge of Microsoft products including Outlook, SharePoint, PowerPoint, Word and Excel .
Strong attention to detail, an eye for accuracy, and a strong desire to provide high-quality service and excellent customer service.
Excellent oral communication and writing skills.
Must make decisions in accordance with rules, regulations, and company policies and procedures.
Must have excellent organizational skills including multi-tasking and time management.
Must have strong client facing and teamwork skills.
Must be able to work quickly and efficiently.
Must be able to work independently as well as part of a team
Must efficiently manage shifting priorities to meet deadlines and action items.
Must be able to maintain good work attendance.
S afety Accountability Statement:
Employees must consider safety in all tasks performed, as well as demonstrate safe judgment and decisions that not only maintain their own safety; but that of fellow employees and customers.
Demonstrate a professional commitment to assure compliance with all organizational policies, practices, and programs related to safety, health, and system security.
Employees have a responsibility to identify and report hazards, as well as potentially unsafe conditions, to your immediate supervisor or Safety Department.
Employees are responsible, a nd required , to stop a job/task to prevent an unsafe incident or act from occurring. This acknowledges the threat of potential injury, property damage and the opportunity for better judgment to be used.
Must comply with and support VIA’s EEO policies and the Diversity Program.
PHYSICAL REQUIREMENTS :
Physical ability required to be mobile, bend, stoop, stand, reach and occasionally lift objects weighing 5-25 pounds such as files, supplies, equipment and large heavy reference manuals and books.
WORK ENVIRONMENTS:
Works in a normal office environment.
Work involves deadlines, multiple priorities, and the cooperation of others.
Work may involve irregular hours.
VIA is an Equal Employment Opportunity Employer, providing equal opportunity to all qualified individuals, regardless of race, color, religion, age, sex, national origin, veteran status, genetic information, or disability.
