PROJECT COORDINATOR

Summary:    Position provides administrative, office, and project management support to the Strategic Project Manager(s) and/or SR SB Project Manager(s) in the areas of document / report creation, records management, communication, scheduling, meeting and travel plans, materials & supply management, purchasing, and customer service. 

Supervisory Responsibilities:  N/A

Essential Functions:  Tasks that must be performed by the person in this job.  Reasonable accommodation(s) may be requested to enable individuals to perform the essential functions. 

• Ability to continually be organized, multitask, works under pressure / deadlines, in a positive and professional manner. 

• Create and manage project modules in the company’s software system NetSuite.  Manage minutes from project meetings.

• Receive review, forward and track travel requests associated with the project. 

• Review project teams expense reports to ensure compliance prior to submittal. 

• Update project information and scheduling using typical Microsoft Office suite software, as well as Gantt charts and Microsoft Project.

• Order and track materials from multiple vendors to ensure proper quality control, as well as forecast future material needs.

• Schedule resources, or assist in scheduling resources including vendors and subcontractors, typically during a high demand construction season.

• Provide service to customers in person, by phone or e-mail;

• Record direct labor; payroll hours / billable hours, in order to verify job ticket and timecards are correctly entered per project requirements

• Bill time worked to projects worked

• Assist Project Manager and the Program Manager in various external and internal projects

• Record indirect labor; payroll / non-billable hours, and record all non-billable time associated with the project for accurate earned value assessment. 

• Record prevailing wage payroll hours; maintain file copy. and project archive of all prevailing wages accrued during the project life cycle

• Process project related sales orders, job tickets and subcontractor/vendor/customer invoices. 

• Receive incoming / prepare outgoing shipments: route to appropriate department / ship via appropriate carrier.

• Provide administrative support including preparing and sending documents to meet critical deadlines.

• Lock / unlock property gates and/or building doors, set security alarms morning and evening. 

• Assist in Carrier Coordination.

• Assist in compiling close out documents.

• Other duties as assigned.

Non-Essential Functions: Tasks that may or may not be performed by the person in this job. 

• Occasional travel, which may require overnight stays. 

• Assist in scheduling , coordinate, and attend customer, vendor and support personnel meetings. 

• Leave the office to purchase money orders with cash, go to post office, bank, etc.

• Filing or other duties may