Project Coordinator

The Project Coordinator provides overall administrative support to project teams for day-to-day activities. This position is located in our Self-Perform division.

Provides overall administrative and operations support to project teams for the day-to-day activities including, but not limited to:

Project Startup and Closeout:

•              Assists project team with project startup/close out tasks including office mobilization and demobilization, office.

•              Establishes document control and archiving procedure inclusive of all external archive project documents in accordance with Webcor’s Best Practices.

•              Works with the project team to ensure that all regulatory compliances are met including insurance and preliminary notices in accordance with Best Practices and as required by the project.

•              Coordinates with Project Manager in onboarding team members as well as external stakeholders.

Subcontract and Vendor Management:

•              Ensures proper documentation of, subcontractor files, subcontracts, change orders, preliminary notices lien waivers, and other project related compliance.

•              Coordinates with subcontractors and vendors to ensure subcontractors meet project specific compliance requirements including reviewing and maintaining proper insurance and prequalification.

Subcontractor and Vendor Invoice Processing:

•              Oversees all aspects of Accounts Payable within multiple accounting software in compliance with Best Practices.

•              Works within accounting deadlines to ensure subcontractor and vendor invoices are processed with a high degree of accuracy.

•              Ensures Subcontractor and vendor is in compliance as required by the project and standard best practices.

Union Employee Onboarding and Timekeeping

•              Processes new hires and employee transfers, coordinates lay off paperwork, verifies payroll and reimbursements on a weekly basis, and ensures training course compliance for union employees.

•              Administers drug testing requests, coordinating with the drug testing vendor.

•              Certifies payroll and all public works compliance as required.

Monthly Accounts Receivable and Client Billing:

•              Works closely with subcontractors to collect monthly progress billings and collect supporting documentation for monthly reimbursement within multiple accounting software.

•              Assists in preparing monthly client billings if a Project Accountant is not assigned.

General Office Management:

•              Assists with jobsite office set up and vendor services management.

•              Greets visitors, orders office and food supplies, maintains office and housekeeping of kitchen, mail area, conference room(s) and lobby.

•              Distributes and prepares incoming and outgoing mail /packages.

 •             Promotes sustainable practices in partnership with Webcor’s Sustainability department.

•              Promotes safety during the performance of all daily project responsibilities.

TECHNICAL SKILLS AND KNOWLEDGE REQUIRED

•              Adept in learning new software quickly.

•              Familiarity with database information flow/costing software preferred.

•              Strong computer skills with proficiency in Microsoft Word, Excel, and Outlook. Familiarity with Workday and/or CMiC and/or Textura is a plus. Experience utilizing LCP Tracker is a plus.

BEHAVIORAL COMPETENCIES REQUIRED

•              Working level organizational skills.

•              Working level communication skills. Proficient in addressing audiences of various sizes, conveying messages and ideas clearly and effectively. Demonstrates the ability to write clear, concise, and professional communications.

•              Working level decision quality and use of sound judgement.

•              Working level customer focus and the ability to work cohesively with others.

REQUIRED EDUCATION AND WORK EXPERIENCE

•              High School diploma or equivalent GED required.

•              Two years’ work experience, preferably in the construction or accounting field.

•              Prior experience in document control on public works projects, including performing certified pa