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Construction Coordinator

Fairfield Home Office - FAIRFIELD, NJ

Overview

Salary Range $65,000.00 - $85,000.00 Salary/year Position Type Full Time Job Shift Monday through Friday; Education Level High School

Description

Summary: The Construction Coordinator must be able to communicate professionally and demonstrate the ability to submit quality work internally and externally. This role involves both accounting and administrative functions and reports directly to the Construction Field Operations Manager. This position is primarily based out of our Fairfield Main Office but requires working at a jobsite one day per week.

Essential Duties and Responsibilities include the following. Other duties may be assigned as needed.

• Ensure all contractors always have valid certificates of insurance on file.
• File COIs on the server and in Procore.
• Request W-9s for new vendors as needed.
• Process check requests, including but not limited to requests for permit, utility and escrow funds. Maintain bond tracking log.
• Create change orders in Timberline based on information provided by the Senior Project Manager or Purchasing.
• Ensure change orders have clearly legible backup attached prior to sending to the Construction Field Operations Manager for processing.
• Maintain a change order tracking log to track proposed and current change orders from creation until final signing by the subcontractor.
• Code all requests for supplies, equipment, materials, etc. prior to submitting to Construction Field Operations Manager for purchase by credit card or to the Accounting Operations Manager for a commitment number.
• Establish working relationships with subcontractors to ensure they know the primary points of contact for the project and are familiar with all Woodmont procedures, including use of the Portal, entering workers into Procore daily, weekly submission of toolbox talks, insurance, and retainage procedures.
• Manage the AIA process. Ensure timely submission of AIAs in the Portal and full approvals. Maintain a monthly log of AIA submissions by contractor/vendor to ensure that all contractors/vendors are billing timely.
• Process deposit requests via the portal.
• Obtain quotes for field equipment and materials, as needed.
• Prepare bid comparisons for approval and submit fully coded and approved requests for internal commitment numbers to the Accounting Operations Manager.
• Manage the contract log, including adding commitment numbers provided by the Accounting Operations Manager, lien waiver information and lien waiver contacts.
• Prior to lien waiver releases, verify all subcontractor project-specific safety manuals are on file on the server and that a hard copy is on site (verify with SPM and or PMs). Confirm all safety toolbox talks are saved on the server.
• Distribute lien waivers to subcontractors on the 15th of each month.
• Notify Accounting Operations Manager of any check holds for the month. Re-verify that all insurance is current prior to distribution of lien waivers.
• Request/create, verify, and package retainage requests for accounting to process. Maintain the retainage log.
• Communicate with contractors so they are familiar with the retainage process and are kept informed about the status of requests.
• Create and maintain rental equipment logs including model numbers, serial numbers, dates of rental, etc.
• Request certificates of insurance for rental equipment.
• Complete all required DCA registrations for the State of NJ online. Assist with the transition of a project to Property Management by organizing manuals, documents, contracts, equipment and contact information as needed.
• Function as a liaison with other Company departments as needed.
• Assist with account setup of the jobsite construction office(s). Close out the construction office(s) at completion of a project.
• Manage all project drawings on Procore according to the procedures established by Woodmont Properties.
• Ensure design professionals are familiar with the Procore Correspondence tool for drawing revisions.
• Assist with Procore RFIs and submittals as needed.
• Manage the project directory and all other project documents and logs in accordance with Woodmont procedures.
• Create V-Cards for all contacts and distribute according to Woodmont procedures.
• Assist with preparation of all permit applications.
• Maintain the permit log on the server including tracking dates of submission, issuance, and closeout.
• Memorialize meetings with notes as requested by the construction management team.
• Coordinate meetings as needed.
• Other duties as assigned.

Competencies

• Excellent verbal and written communication skills.
• Excellent interpersonal skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to prioritize and meet deadlines.
• Strong analytical, mathematical, and problem-solving skills.
• Excellent Microsoft Excel skills.
• Ability to act with integrity, professionalism, and confidentiality.
• Ability to multi-task and handle aspects of more than one project at a time and prioritize by level or priority.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

• Associates or Bachelors Degree in Accounting, or equivalent experience with construction accounting, required.
• 3+ years experience in the construction industry is required
• Experience and proficiency with Microsoft Suite programs (Word, Outlook, Excel)
• Experience with Procore and Timberline (Sage) or similar construction software
• Ability to communicate professionally via emails and phone calls
• Coordinate multiple projects simultaneously with attention to detail and accuracy
• Strong organizational and time management skills

Language Skills

• Ability to read, comprehend simple and complex instructions, professional correspondence, and memos. Ability to write professional-level correspondence. Ability to effectively present information on a one-on-one basis to co-workers and other employees.

Mathematical Skills

Advanced math skills - ability to add, subtract, multiply, divide, analyze basic financial information and large data sets.

Reasoning Ability

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to handle conflict and communicate effectively in a clear and concise manner.

Certificates, Licenses, Registrations

None required.

Physical Demands

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift 15 pounds at times.
• Must be able to access and navigate each department at the organizations facilities.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate. When working at a field office, the noise level may be moderate to noisy.