Project Coordinator

About the Role

The Project Coordinator performs job duties in compliance with company policies, procedures, business code of ethics, FLSA regulations, and all applicable laws. This role ensures confidentiality, reliability, quality, and productivity.

Key Responsibilities

• Distribute minutes to all project team members.
• Effectively and accurately communicate relevant project information to the project team.
• Review field inspection reports from consultants throughout the project lifecycle.
• Ensure all required project close-out documents are obtained.
• Communicate ideas for improving company processes with a positive and constructive attitude.
• Keep the Project Manager (PM) and others informed about project status and issues that may impact client relations.
• Maintain tracking logs.
• Help coordinate project management activities, resources, equipment, and information.
• Work with the Project Manager to eliminate issues.
• Assist with the creation and maintenance of comprehensive project documentation, plans, and reports.
• Develop and maintain project trackers.
• Track and update schedules to adhere to deadlines.
• Support closeout packages.
• Interface with subcontractors and vendors.
• Support material coordination and ordering.
• Assure that proper document control, safety, quality assurance documentation, and construction project records are kept.
• Support all project departments under the guidance of a Senior Coordinator or Manager.
• Provide project support under the guidance of the lead PM in support of projects underway.
• Act as a primary customer interface by facilitating team meetings, including providing meeting minutes and action items.
• Document and follow up on important actions and decisions from meetings.
• Assist in cultivating strong relationships with clients and key vendors to assure project progression.
• Provide administrative support as needed.
• Manage daily as-builts for all projects.
• Assist with capturing restoration sketches provided by in-house and subcontractors to accompany as-builts for submission to the Pauley Resto Manager.
• Assist with pulling job packets and entering information into Pauley systems.
• Conduct field job visits for as-builts/quality control for job close-out for billing purposes.
• Perform field work associated with potholing/locates for vendors working on PE Plans (as directed by the Construction Managers).
• Interact with subcontractors for weekly invoice submissions regarding required paperwork for billing.
• Perform general office duties, including filing, PO requests for equipment/materials, office supplies requests, and organization of the Construction Office.
• Assist HR with basic new hire and onboarding processes.

Requirements & Tech Stack

• Must be 18 years of age or older.
• Authorization to work in the United States for this company.
• Must possess, or obtain upon employment, a valid driver’s license.
• Must be able to pass a background check and company drug screening.
• Must be able to attend and pass all company-required training as needed.
• May be required to work after hours, on weekends, or be on-call as work is needed.
• Regular and timely attendance is an essential function of this position.
• Excellent communication skills with both internal and external customers.
• Candidates should be able to read construction plans.
• Proficiency in using Microsoft Excel, Word, PowerPoint, Google Suite, and Smartsheet’s.
• Ability to work well within a team environment interacting with both internal and external project stakeholders.
• Ability to work in a fast-paced environment using critical thinking skills to resolve problems.

Qualifications

• 0 to 2 years of Project Management experience.
• Strong financial, analytical, and problem-solving skills.
• Understanding of legal documents and agreements.
• Attention to detail.
• Strong organizational skills.
• Ability to adapt quickly to meet changing deadlines and priorities.
• Ability to demonstrate professional written and verbal communication skills.
• Previous work experience in construction, telecommunications, or a technical field is preferred, but not required.

Physical & Safety Requirements

• Duties require standing, crouching, sitting, bending, using hands and fingers to handle or feel, and reaching with hands and arms to spaces both high and low.
• May involve standing, walking, climbing, balancing, crawling, crouching, lifting, holding, or stooping.
• Employees may be required to lift or move up to 10 pounds and frequently lift or move up to 50 pounds.
• Specific vision abilities required include: close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• The work environment noise level is low.
• Employees are occasionally exposed to outside weather conditions, including extreme heat and cold temperatures, inclement weather (rain, snow, sleet, dust), and adverse driving conditions.
• This position is safety sensitive.