Project Coordinator

F.H. Paschen

Position Overview

This is an entry-level position to assist Project Manager and Assistant Project Manager.

Key Responsibilities

• Subcontractor Coordination
• Maintain and monitor project plans
• Assist in preparation and maintenance of project schedules
• Coordinate material procurement and delivery
• Correspondence
• Check drawing and specifications for completeness and discrepancies
• Analyze project risks and issues, and provide solutions
• Review and determine suitability of shop drawings and submittals
• Contact vendors and subcontractors for proposals
• Review/qualify subcontractor requests for change orders
• Process change orders and extra work orders
• Track status of change orders
• Collect, verify and distribute as-builts
• Field observation and documentation
• Coordinate and document meetings
• Quantity take offs / measurements
• Collect, maintain and submit project close-out documents
• Assist in preparing and approving requests for progress payments
• Process and track status of “Requests for Information”
• Process and track status of shop drawings and submittals
• Active participant in project safety
• Provide administrative support
• Facilitates/Assists with Job Site set-up
• Review subcontractor insurance certification to ensure compliance with contract requirements
• Review certified payrolls and log into payroll canvassing report and send out deficiency letters
• Coordinate vendor activities, payments, and credits for Department
• Produce pay requests
• Track subcontractor pay requests and payment schedule
• Collect/match lien waivers with payment schedules
• Type contracts
• Link all project documentation through project management software
• Maintain office files
• Oversee administrative processes
• Develop/maintain workflows and administrative procedures for the department
• Oversee office administrators’ responsibilities
• Other duties as assigned

Administrative Responsibilities

• Process Vendor Accounts Payable Vouchers for payment
• Prepare vouchers – for general overhead items
• Verify Subcontractor Insurance for compliance with contract requirements
• Coordinate vendor activities and payments for Division
• Collect and review waivers of lien
• Filing (Maintain Division/Office Files)
• General office support such as data entry, faxing and typing
• Produce and distribute correspondence
• Type contracts
• Verify subcontractor Insurance for compliance with contract requirements
• Link all project documentation through project management software
• Identify, develop, and call potential clients
• Maintain client list, potential opportunities, and activity
• Coordinate office events and activities
• Responsible for managing and tracking staff sick and vacation time in the Kronos HR System

Requirements & Tech Stack

• Knowledge of basic computer applications for spreadsheets, word-processing, and scheduling experience required.

Qualifications

• B.S. in Business, Construction Management, and / or Engineering or commensurate trade experience required.
• Good communication, teamwork and organizational skills are necessary.