Project Coordinator

Compensation: $19.00 - $26.00/Hourly

Overall Responsibility:

• Provides support for the full range of program management activities including but not limited to management of weekly financial reporting, creating, and reviewing of reports, contract management and administrative duties.

Key Tasks and Responsibilities:

• Opened all jobs and workorders in Spectrum.
• • Setup new customers
  • Review all contracts and subcontracts for contract administration, communication, and documentation requirements.
  • Setup budgets with information provided by managers.
  • Setup Job folders.
• Input all invoices, receipts, charges, and other costs into Spectrum.
• Maintain WIP logs and coordinate with managers for completion.
• Assist managers with projects documents.
• • Complete submittals for all projects including prime and sub, which require electronic submission as well as manual submittals including but not limited to making required number of copies of all material used on jobs. Submit required copies of material and equipment to primes or state agencies for approval. Track all submittal approvals and rejections.
  • Create reports for management as required.
  • Maintain project files and records.
  • Project close out documents such as O&M’s, shop drawings, test reports etc.
  • Prepare required reports for contract compliance, ensuring accuracy and timeliness.
• Create and send invoices to customers with information provided by managers.
• Coordinate and Schedule meetings between managers and other APIC teams.

· Manage all business processes and administrative tasks required to generate all necessary financial records and reporting, including, but not limited to:

o Responsible for timely administrative input into the company’s accounting program as well as quality of data entry and verification

o Budget data entry into accounting program.

o Administer job costing/ cost to complete meetings with managers and accounting.

o Prepare and submit purchase orders, invoices, and related forms.

o Maintain purchase order roster and invoice records.

o Implement records management program for filing, protection, and retrieval of records, and assure program compliance.

o Prepare project billings.

o Prepare and track Bond requests.

o Resolve payment issues with customers.

• Miscellaneous contract support and office oversight as required, including, but not limited to:
• • Assist in resolving customer complaints, and answer customers' questions regarding policies and procedures.
  • Represent the company at meetings and conferences.
  • Implement corporate and departmental policies, procedures, and service standards in conjunction with management.
  • Meeting preparation and recording
  • Change order tracking.
  • Customer service surveys
  • Maintain Outlook calendar.
  • Other related duties as assigned.
• Complete payroll weekly for field employees.
• • Ensuring accuracy, including journeyman to apprentice ratios.
  • Tracking missed punch forms.

Minimum Requirements:

• Significant prior contract or administrative expertise to include organization, coordination, and performance of duties at a responsible level.
• Time management and organizational skills.
• Evidence of good oral and written communication skills.
• Required: Education- Highschool Diploma or GED Equivalent, Preferred- College Degree B.S.
• Ability to exercise good judgment, tact, and diplomacy.
• Demonstrated effective oral and written communication skills.
• Skill in establishing and maintaining good working relationships with employees and customers.
• Ability to exercise good judgment, tact, and diplomacy in all customer dealings, negotiating for win-win outcomes.