The Project Coordinator is responsible for the coordination, preparation, and maintenance of all incoming and outgoing project related correspondence and documentation. This includes, but is not limited to, letters, proposals, change orders, bid related paperwork, subcontractor agreements, meeting minutes, purchase orders, certificates of insurance and owner closeout packages. The Project Coordinator is also responsible for file creation, filing, faxes, mail, and other related tasks or tasks as assigned. This position is actively involved in daily subcontractor and client relations, makes pertinent phone calls and prepares documents for shipment.

Responsibilities:

• Assists Office Manager and performs their daily duties in the event of their absence
• Addresses general office inquiries personally or routes to other applicable office personnel
• Maintains office space and conference room areas to ensure each appears in a professional and organized manner
• Prepares conference room for internal and external client meetings including the coordination of catering when necessary
• Provides administrative support including copying, filing, office supply ordering and office maintenance requests
• Processes emails and correspondence to ensure that communications are dealt with in a timely manner.
• Attends job kick-off meetings
• Generates project start up binders
• Updates the project directory as each contract is awarded
• Processes contract worksheets into project specific agreements, sends out for signature and ensures that they are saved in the appropriate folder on the server
• Tracks subcontractor insurance compliance by issuing a COI & tracking log for every active project on a weekly basis. Follows up with clients on outstanding insurance verification or contract documents needed to ensure insurance requirements are up to date and compliant.
• Maintains and updates the master subcontractor log
• Processes payment applications
• Sends out waiver requests subcontractors
• Reviews submitted waivers and approves before any checks are released
• Notifies subcontractors when funds are available for pick up or ready at title company
• Creates closeout tracking log for each assigned project
• Performs assembly and distribution of closeout package and ensures all closeout documentation is in order.
• Ensures project management and field supervision staff are completing required project documentation and that the Project Manager project checklist spreadsheet is kept up to date
• Assists executive management team and project management staff with additional tasks or projects as requested
• Business and other errands as required

Qualifications

• Bachelor’s degree in business administration, communications or related field is preferred
• 1-3 year of administrative experience, construction administration experience is a plus
• Exceptional written and oral communications skills
• Proficient in Microsoft Office
• Top notch administrative skills
• Strong interpersonal, customer service, time management and problem-solving skills
• Demonstrated record of success in complex and demanding situations
• Information gathering and information monitoring skills
• Highly organized with a strong attention to detail and the ability to handle multiple projects and responsibilities simultaneously, anticipate and solve problems, set priorities and meet deadlines and goals
• Highly discrete, professional, efficient, honest, flexible and reliable. Good judgement and decision-making ability
• Ability to be proactive and take initiative