Job description
GENERAL
The Project Coordinator will serve as a primary team member of the Federal Division Department and will provide principal support to the Vice President Federal Division and Project Manager. Duties will include establishing and implementing contracts, administrative procedures consistent with the guidelines set forth in the Contracts and providing support to project managers and all open projects. Project Coordinator shall ensure compliance with all standard procedures set forth by SAMES, Inc. and will serve as a primary liaison between the Vice President Federal Division and the Construction Department.
EXAMPLES OF ESSENTIAL DUTIES
- Oversee the scheduling and completion of current bid opportunities via communication with Business Development Services.
- With the project team, identify the contract baseline, including terms and conditions, specifications, drawings, estimate, proposal, schedule and other documents incorporated in the contract.
- Assist with scheduling of labor personnel and resources.
- Assist Project Manager(s) with prime contract closeout requirements as needed.
- Duties include administration support in all phases of project execution, including but not limited to Estimating, Project Startup, Project Execution/Administration, and Project Close-out.
- May schedule travel accommodations for field personnel, including hotels, rental vehicles, per diem checks, airfare, etc.
- Must work closely with accounting to track department’s receivables and payables.
- Assist with project reporting and tracking of deliverables.
- Receive invoices from subcontractors/suppliers/vendors and receive approval from Project Managers and VPFD prior to submitting to Finance.
- Assist in preparation of construction invoices to Customer as required by project contract.
- Maintain log of active subcontractor agreements and all necessary documentation (including but not limited to Subcontractor Agreements, Change Orders, etc.)
- Submit weekly “work in process” report to VPFD and Executive Management.
- Maintain communication with various escrow companies on assigned projects. Assisting with finance department in processing escrow invoicing package including timely processing of payment and receipt of waivers from Subcontractors and Suppliers.
- Ensure all construction invoices have gone through proper management channels and are approved; Coordinate any necessary supporting documentation with Project Managers and Field teams.
- Assist in other areas as needed.
- Initiate monthly collections on all open invoices older than 30 days.
- Process and submit credit applications for new vendors.
- Request W-9s from all vendors and subcontractors.
- Submit Sales Tax Exempt forms when needed for all tax-exempt projects.
MINIMUM QUALIFICATIONS AND REQUIREMENTS
High School graduation or an acceptable equivalency diploma and vocational training are required. Bachelor’s Degree preferred. A comparable amount of training and experience may be substituted for the minimum qualifications.
KNOWLEDGE, SKILLS, AND ABILITIES
Analyzing information, data entry skills, attention to detail, confidentiality, thoroughness, general math skills, financial software (QuickBooks), reporting skills, verbal communication, organization, multitasking, problem-solving, ability to work under pressure and in a fast-paced environment.
- General knowledge of construction practices, methods, and project management.
- Highly organized and attention to detail.
- Excellent written and verbal communications skills.
- Ability to read and comprehend contract terms and conditions, construction drawings, and specifications
- Ability to read, analyze, and interpret general business and technical procedures or governmental regulations.
- Ability to write reports, professional business correspondence, and effectively present business information via oral reports.
- Must be able to work as a part of a team with Project Managers and VPFD to oversee the daily management, coordination, supervision and successful completion of construction projects.
PHYSICAL REQUIREMENTS
- Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to a personal computer, calculator, copier, and fax machine.
- Significant standing, walking, moving, climbing, carrying, bending, kneeling, reaching, crawling, and handling, sitting, pushing, and pulling.
- The employee must occasionally lift and/ or move up to 50 pounds.
SPECIAL REQUIREMENTS
- Possession of a valid, appropriate driver’s license preferable and an acceptable driving record.
- Pre-employment drug screen and physical required.
- Ability to get a security clearance if required.
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