Project Coordinator

About Us:

Dynalectric Oregon has served the specialized electrical needs of the Pacific Northwest for over 80 years. We have consistently maintained a local and personalized focus while growing into one of the foremost electrical contractors in the state. As a multidisciplinary electrical firm, Dynalectric Oregon has the in-house expertise to plan, construct, install, and fully integrate every component related to electrical, controls, and telecommunications systems. Our ability to perform projects collaboratively - under one roof - helps lower costs, increases accuracy, and improves project communications. 

For more information, please visit www.dyna-oregon.com

Job Title: Project Coordinator

Job Summary:

The Project Coordinator (PC) will assist and support project managers and electricians on site. Track job cost, process/enter billing, and provide support for various department. Produce submittals, O&M manuals or other job close out documentation for projects.

Duties and responsibilities:

Billings

• Time/material (receive work tickets from HPC, & PM’s, Accubid entry, create invoice)
• Process all department billings (lien releases, review contract terms, schedule of values, create invoices, provide certified payroll reports, send to customers, enter invoices into SB)
• A/R collections (when past due or beyond contractual terms)

 Issuing/tracking work orders

• Job set-up in Starbuilder for billing purposes (assign work order number in SB & department internal tracking, assign new customer number as needed)
• Generate journal entries for cost transfers
• Open/close status (coordinate with electrician on job completion, archive completed jobs)

 External/internal customer service responsibilities

• Answer phone calls and email inquiries from external customers (billing questions from existing or potential customers)
• Answer phone calls and email inquiries from internal customers (general field/PM/staff support inquiries)

 Maintain detail project records

• O.’s (Distribute, file, close; issue as needed)
• Contract modifications (track contract modifications for the life of each project)
• Invoices (file within appropriate job folder)

 Cost reports

• Monthly (distribute to Division Manager/PM as required via Empire)
• Periodic (distribute to Division Manager/PM as required via Empire as needed)

 Manage testing equipment

• Maintain/track equipment (assign, act as tech support, ensure factory recommended maintenance/records are completed, make recommendations on new equipment, parts inventory)
• Test reports (download/receive results, file, distribute, archive, provide for warranties)

Process department timecards

• Ensure accuracy (name, state, employee id number, miscellaneous reimbursements)
• Coding (job number, phase/cost codes)
• Manage approval process (written sign-off from PM’s)
• Deliver to Payroll

Other duties

•  
• General Admin support as needed (printing, scanning, copying, etc.)
• Expense Reports
• Check requests (permit process and other miscellaneous check request)
• Generate labels (print cable/ patch panel/ faceplate/ fiber, distribute to field techs)
• Submittals/O&M’s (provide manufacturer data based on BOM provided by PM)
• Office phones (manage phone system/desk phone assignment, maintain phone list, assign direct numbers, replace equipment as needed)
• Cell phones (order equipment, manage/distribute inventory/accessories, recycle used equipment)
• Backup to OC & PCHD
• Maintain technical certifications (track field tech training for certification & VAR requirements, assign training)
• Manufacturer rebates (gather point of sale reports from distributors, upload to manufacturer websites, track results)

Qualifications:

• HS Diploma/GED required, some college preferred.

• 3-5 years’ experience in billing or Project Management support.
• General knowledge of accounting and billing practices.
• Ability to multitask in a fast-paced work environment.
• Knowledge of MS office – especially Excel.
• Familiarity with Accubid. Starbuilder and Fluke a plus.
• Experience creating spreadsheets for job tracking/costing.
• Ability to work effectively independently or in a team environment.
• Excellent/proven cu