Project Coordinator* Hiring for positions in Green Bay.
Responsible for performing administrative and other organizational activities for multiple people within the Project Management Team in order to ensure all day-to-day project-related functions flow smoothly. The Project Coordinator will support the Project Management team through the creation, review, and oversight of project budgets and estimates; as well as assisting project teams with various project management tasks.
PRIMARY DUTIES AND RESPONSIBILITIES:
- Assists Project Managers with all job setup tasks. Includes Timberline job setup, subcontractors and suppliers lists, change management, etc. Prepares new job binders.
- Follows proper procedures for hand-off, job progress and close-out meetings to transfer information for projects to all affected parties.
- Prepares various documents as requested for Project Managers; creates and maintains spreadsheet files, charts, graphs, procedures, etc.
- Develops and updates filing systems within the Project Management department. Organizes, standardizes, and maintains hard copy and electronic files; retrieves information from files when needed.
- Processes change order requests as required. Assists with change orders as needed.
- Issues purchase orders and subcontracts.
- Processes billings.
- Maintains and updates a complete Submittal Log. Reviews submittals for conformance to contract documents. Tracks submittal process timely.
- Processes and logs job project documentation, including transmittals and submittals. Assists in gathering information for submittal drawings and provide transmittals as needed.
- Regularly attends jobsite meetings with Project Managers. Documents jobsite meeting minutes. Conducts project meetings in the absence of a Project Manager.
- Maintains and assists PM with the preparation of Weekly Project Update accurately and on time.
- Assists Project Managers with monitoring project schedules to be familiar with the flow of projects and provide information for scheduling updates.
- Performs pre-punch list walk thru with Project Manager and Superintendent.
- Assists in project closeout process and documentation; archive files as required.
- Participates in Project Management Team meetings to record meeting minutes and ensure appropriate follow-through on action items, etc.
- Implements and assists with training activities specific to project management; preparation of training materials and presentation.
- Works closely with Superintendents and/or Crew Leads to help manage small projects.
- Handles clients’ needs with a sense of urgency. Adapts to different clients' individual personalities, needs, and wants. Handles miscellaneous owner requests without objection. Understands and exceeds client expectations.
- Identifies quality issues in the field and communicates them accordingly.
OTHER DUTIES AND RESPONSIBILITIES:
- Works with clients on the finish selection process. Updates and/or creates finish schedules.
- Scans and organizes plans and drawings as needed.
- Keeps current and up-to-date with Timberline software updates. Assist with sharing Timberline information/training with Project Managers and Project Engineers.
- Provides assistance and support to Field Operations Manager as needed.
- Actively assists Project Managers and Superintendents with enforcement of site safety.
- Participates in company training programs and attends authorized external conferences or seminars as required to keep current in company and industry standards and operating procedures.
- Performs any special assignments, additional projects, or other job-related duties as may be necessary to carry out the responsibilities of this position as required by management.
- Keeps current in industry trends, standards, products, and technology by reading published information and attending authorized training and/or participating in company training programs as required, in order to enhance the quality and efficiency of service to current and potential clients.
WORK RELATIONSHIPS AND SCOPE:
Works very closely with the Project Management team and with other internal team members in operations, estimating, accounting, and the field crews. Interacts as an essential part of the Project Management team to increase efficiency and profit through accountability (internal and external); taking ownership; good communication; quality; flexibility; customer focus (internal and external); and building positive relationships.
KNOWLEDGE, SKILLS, AND ABILITIES:
- Minimum of an associate’s degree in business or related field, and preferably at least two years experience in a construction-related environment.
- Skilled in PC usage and associated software including Microsoft Office (Word, Excel, Outlook, Project). Experience with Timberline and Bluebeam software is highly preferred. Must also possess the ability to effectively learn new computer programs/software.
- Ability to solve practical problems and deal with a variety of situations where limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
- Excellent communication and organizational skills required, including the ability to plan, prioritize, and organize work effectively; work effectively and efficiently under pressure and time deadlines; analyze problems (not just symptoms); propose reasonable solutions, make logical decisions, carry out decisions made, and follow up with feedback where appropriate.
- Must be self-motivated and independent, able to work effectively with minimum supervision, and multi-task between administrative, operational, and customer contact activities.
- Must be achievement-driven and possess the initiative to proactively approach problem-solving. Possess the ability to work diplomatically under stressful conditions and pressure.
- Working knowledge of the basic materials used in the construction industry.
- Ability to understand and interpret architectural blueprints/drawings and specifications.
Work is performed primarily in an office environment; however, some time will be spent in the field, on jobsites with construction crew employees where minimal exposure to injury exists. Hours of work will generally be during regular DeLeers Construction business hours and there may be some variation in work hours due to project work levels, deadlines, and other customer needs and issues.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit. The employee frequently is required to walk; use hands for typing, data entry, etc.; reach with hands and arms; and talk and hear. The employee is occasionally required to stand. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and the ability to adjust focus.