Project Coordinator

Company Description

A subsidiary of Veolia Group, Veolia North America (VNA) offers a full spectrum of water, waste and energy management services, including water and wastewater treatment, commercial and hazardous waste collection and disposal, energy consulting and resource recovery. VNA helps commercial, industrial, healthcare, higher education and municipality customers throughout North America. Headquartered in Boston, Mass., Veolia North America has approximately 10,000 employees working at more than 350 locations across the continent. Please visit our website www.veolianorthamerica.com

Job Description

Targeted Annual Pay Range: Minimum of $70,000.00 to a maximum of $85,000.00  

BENEFITS

Veolia's comprehensive benefits package includes paid time off policies, as well as health, dental and vision insurance. In addition, employees are also entitled to participate in an employer sponsored 401(k) plan, to save for retirement.  Pay and benefits for employees represented by a union are outlined in their collective bargaining agreement.

POSITION PURPOSE:

The Project Coordinator is responsible for managing administrative, financial, and operational aspects of projects in cooperation with the Project Manager and Project Team. This may include working with supporting subcontractors and suppliers, business documentation and/or proposal development, invoicing, expense tracking, revenue recognition, project documentation support, administrative tasks, and site work coordination, as needed. The Project Coordinator maintains accurate project data, facilitates communication between departments, and contributes to the overall financial health of the project and the organization by monitoring project performance, profitability, and compliance with contractual requirements.

Primary Duties / Responsibilities

1. Project Administration:

• Set up new projects and manage project data, including client and vendor information.
• Track project deliverables and maintain project folders.
• Process and follow up on project administration requests (e.g., certificates of insurance, bonds, master service agreements).
• Assist in project scheduling under Project Manager's guidance.

2. Financial Management:

• Prepare project proposals in concert with the Project Manager, Account Manager, or Business Development Manager, as needed.
• Verify that project proposals and projections support the business case.
• Collaborate with Finance team to help draft monthly invoices, adhering to contract-specific instructions.
• Manage accounts receivable, in concert with Finance team and Project Manager, ensuring timely processing of invoices.
• Oversee expense accruals, as needed, to maintain project profitability.
• Research and resolve unbilled issues to optimize billing.
• Produce and manage subcontractor progress billing and retention schedules.

3.Time and Expense Management:

• Continually track project performance against project scope and schedule.
• Enter and review schedule for field staff, as needed.
• Code team timesheets and expense reports for assigned projects, as needed.

4. Procurement and Vendor Management:

• Issue purchase orders and approve invoices in cooperation with the finance team.
• Order, track, and monitor supplies for new projects as well as inventory.
• Administrate subcontractors and vendors.
• Prepare and submit applications for permits, financial incentives, utility rebates, etc. in support of the project, as applicable.

5. Interdepartmental Collaboration:

• Work closely with the Finance, Procurement, Data Scientists, Analysts, Engineers, and other project staff.
• Provide ad hoc administrative and project support for all staff.

6. System Management:

• Maintain and update project data in relevant systems (e.g., Smartsheet, Google Drive, etc.). 
• Assist in accounts receivable and payable activities for assigned projects.

Qualifications

Education / Experience / Background

• Associate degree or equivalent college education from an accredited institution with major course work in accounting, business administration, or a closely related field, or
• Two (2) years of accounting, project accounting, general administration or project management in a fast paced, large volume professional and customer service environment.

Knowledge / Skills / Abilities

• Advanced proficiency in MS Office Suite (particularly Excel) and Google Suite.
• Experience with project management software (e.g., Smartsheet, Jira, MS Project).
• Excellent verbal and written communication skills, with the ability to interact effectively