Project Coordinator

NOTE: This position supports our project in Santa Teresa, NM. This is an on-site position and not eligible for remote or hybrid options.

Position Summary

APIC Solutions is seeking a detail-oriented and organized Project Coordinator to support our Operations team in New Mexico. In this role, you will provide comprehensive program management support, including financial reporting, contract administration, project coordination, and administrative oversight. This position is ideal for someone who thrives in a fast-paced environment and has a passion for supporting project success through meticulous attention to detail and strong organizational skills.

Key Responsibilities

Project Setup & Management

• Open all jobs and work orders in Spectrum
• Setup new customer accounts
• Setup job budgets with information provided by managers
• Create and maintain project folders and files
• Coordinate project close-out documentation including O&M manuals, shop drawings, and test reports

Contract & Administrative Support

• Review all contracts and subcontracts for contract administration, communication, and documentation requirements
• Manage change order tracking
• Assist managers with project documents
• Maintain project files, records, and document management systems
• Implement records management programs for filing, protection, and retrieval of records

Submittal Management

• Complete and track submittals for all projects (prime and sub-contractors)
• Manage electronic and manual submittal submissions
• Prepare required copies of all materials for submission to prime contractors and state agencies
• Track submittal approvals, rejections, and status updates

Financial & Accounting Support

• Input all invoices, receipts, charges, and other costs into Spectrum
• Maintain Work-In-Progress (WIP) logs and coordinate with managers for completion
• Manage budget data entry into accounting system
• Administer job costing and cost-to-complete meetings with managers and accounting
• Prepare and submit purchase orders, invoices, and related forms
• Maintain purchase order roster and invoice records
• Prepare project billings and customer invoices
• Prepare and track bond requests
• Resolve payment issues with customers
• Ensure timely and accurate data entry and verification in accounting systems

Reporting & Analysis

• Create required management reports as requested
• Prepare reports for contract compliance, ensuring accuracy and timeliness
• Generate necessary financial records and reporting
• Complete customer service surveys

Payroll Support

• Complete weekly payroll for field employees
• Ensure accuracy of payroll data, including journeyman-to-apprentice ratios
• Track and manage missed punch forms
• Communications & Coordination
• Coordinate and schedule meetings between managers and APIC teams
• Maintain Outlook calendar management
• Assist in resolving customer complaints and answer inquiries regarding policies and procedures
• Represent the company at meetings and conferences
• Meeting preparation and recording

About APIC Solutions

At APIC Solutions, we are committed to delivering exceptional customer service through a collaborative approach. We are seeking a collaborator who is dedicated to supporting our team and contributing to the company's growth. We value creativity, initiative, and a strong commitment to meeting our clients' needs.

Required Qualifications

• High School Diploma or GED Equivalent
• Significant prior contract or administrative expertise
• Strong organizational and time management skills
• Demonstrated excellent oral and written communication skills
• Ability to exercise good judgment, tact, and diplomacy
• Skill in establishing and maintaining positive working relationships with employees and customers
• Proficiency with accounting and project management software (Spectrum experience preferred)
• Ability to manage multiple projects and priorities simultaneously
• Strong attention to detail and accuracy in data entry and financial records
• Customer service orientation with ability to resolve issues professionally

Preferred Qualifications

• College degree (B.S.) or equivalent
• Prior experience with Spectrum software
• Experience in construction or mechanical contracting industry
• Knowledge of construction project management practices
• Familiarity with bonding and contract administration

Required Software/Systems

• Spectrum (project and financial management)
• Microsoft Outlook
• Microsoft Office Suite (Word, Excel)
• Accounting software

Equal Opportunity Statement

APIC Solutions Inc. is an Equal Opportunity employer. APIC Solutions provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.