Project Coordinator

Job Summary: Provide routine administrative support to internal and external project management team members. Collect, process, input, organize and file data and documentation from various sources and stakeholders in order to support the administrative, documentation, data, reporting, compliance and communications needs of projects.

Responsibilities

• Collect, process, input, organize and file data and documentation from various sources and stakeholders as requested by project management team in accordance with established business processes
• Process information within specific timeframes in order to maintain efficiency and timeliness
• Provide timely and effective communication to internal and external stakeholders
• Support project management during the bidding process, with deliverables such as creating bid invitations, preparing specifications documents, addressing regulatory and compliance requirements and creating, tracking and following up on bid communications
• Set up, issue, and track subcontracts until execution
• Organize information into standard formats and report in various systems and locations such as Procore
• Maintain documents per the established file structure
• Coordinate submission of project documentation per project requirements
• Track, monitor and/or collaborate with internal stakeholders to ensure necessary documentation (such as badging, certified payroll, diversity reporting, insurance certificates, bonds, lien waivers, affidavits, etc.) meet compliance requirements before releasing payments to subcontractors
• May receive and direct incoming telephone calls and visitors or provide additional administrative support to other functions to help meet business and staffing needs
• Utilize discretion and integrity with highly confidential and sensitive information
• Demonstrate commitment to the highest standards of customer satisfaction by displaying courtesy and sensitivity and responding promptly to customer needs
• Manage difficult or emotional customer situations promptly and efficiently
• Solicit and apply feedback to improve quality and service
• May support various administrative needs for the project team as needed, such as arranging team member travel, managing expense reporting, etc.

Minimum Qualifications

• High school diploma or equivalent
• 2+ years administrative or clerical support experience (Required)
• 2+ years construction project support experience (Preferred)
• Ability to perform work accurately and completely, and in a timely manner
• Communication skills, verbal and written
• Proficiency in MS Office
• Organizational skills
• Ability to work collaboratively and cross-functionally to obtain information or solve problems in support of the team’s goals
• Critical thinking ability
• Ability to deliver quality through attention to detail
• Ability to learn and use a variety of software, tools and systems necessary to meet business needs
• Knowledge of administrative, office and general billing procedures
• Ability to build relationships and collaborate within a team, internally and externally

Working Conditions:

• May occasionally include walking, bending, reaching, standing, and stooping