Project and Financial Coordinator

Job Description:

The Project and Financial Coordinator provides financial, project, and administrative support to the Planning, Design & Construction (PD&C) team. This role assists PD&C’s Administrative and Project team by supporting project requisitions and payments, filing of project-related documentation, project contracts and procurement, project documentation, reporting, and administrative coordination throughout the project lifecycle. The position serves as a key administrative operational support role, ensuring accuracy, compliance, and efficiency across finance and project administration processes.

1. Major Responsibility: Construction Project Financial and Accounting Support

Supporting Actions:

●        Support Project Managers and Planners with day-to-day financial and  administrative functions for capital,  renewal and other categories of projects.

●        Prepare purchase requisitions, change orders, and payment documentation; ensure compliance with university policies and proper cost coding.

●        Communicate with project managers to assure proper route of invoices for payment, monitor work order costs, advise on timely completion and closing of projects and work orders.

●        Track invoices, payments, and financial transactions; troubleshoot discrepancies in coordination with Purchasing, Accounts Payable, and the Controller’s Office.

●        Monitor Planon work orders and process purchase requisitions as required. 

●        Prepare and distribute routine financial and project status reports.

●        Assist Financial Specialist with departmental deposit, billing, journal entries and other as needed tasks.

●        Serve as a point of contact for routine financial and project-related inquiries from internal stakeholders and external vendors.

●        FIle project related documentation to the current version of the cloud-based document retention system, for example ‘Redeye’.

2. Major Responsibility:   Construction Project Administration & Coordination  

Supporting Actions:

●        Assist the Project Specialist with bid/RFP and Contract processes by entering the necessary information in the project system and obtaining the required approvals.

●        Track project documentation status and follow up with internal and external stakeholders as needed.

●        Provide administrative support for project initiation, implementation, and closeout activities.

●        Maintain project documentation, including contracts, procurement, insurance certificates, closeout materials, and others.

●        Provide general administrative support to the PD&C team, including meeting coordination, document preparation, and cross-coverage during peak periods.

●        Participate in team meetings and provide updates on financial or administrative matters as requested.

3. Major Responsibility:   Maintain project electronic record documentation   

Supporting Actions:
 

●        Maintain project electronic filing process in the record retention system (Google Drive, Redeye, Workday etc)

4. Major Responsibility: Specialized project administrative support as needed. 

Supporting Actions:

●        Assist the Director of Project Finance and Administration to identify needs, create and streamline processes, educate project management staff regarding available resources, and help create divisional goals.
 

●        All other duties assigned as needed. 

Job Qualifications 

Education and Experience

• Associate’s degree (Required)

• Bachelor's Degree (Preferred)

• 3 years related experience, or the equivalent combination of education and experience. Construction project experience and AIA Contract k