The Project Coordinator II position will support multiple Project Managers (PM) and the Chief Project Officer (CPO) simultaneously by providing document management, scheduling, coordination and various other administrative tasks as necessary. The Project Coordinator will be responsible for supporting multiple projects concurrently, at various stages, and for reviewing different types of project reports daily. The position will also need to be able to effectively communicate with all levels of operational staff, internal departments, subcontractors, vendors and suppliers, and clients.
Provide administrative support to multiple Project Managers. Including but not limited to: meeting setup and support, review and update of project scheduling, staff/PM scheduling, data collection and processing, departmental organization, analysis and reporting, effectively communicating with other teams, and by assisting the Executive Management Team as needed on various tasks.
Manage materials and supplies for multiple jobsites by coordinating with Field Supervisors, maintaining accurate inventory, and working directly with project staff member responsible for ordering, tracking, and reporting all purchasing and delivery information to the Accounting Department.
Review and understand construction documents such as project plans, shop drawings, submittals, RFIs and product specifications.
Work with Project Managers to develop and execute material takeoffs, hardware lists, submittals, RFIs, and change order requests.
Prepare both internal and external correspondence as needed. Effectively communicate project progression with Project Managers and Field Supervisors, as well as clients, vendors and consultants.
Travel as needed to jobsites for meetings and site walks. Maintaining complete and accurate records and meeting minutes for multiple jobs.
Administrative tasks as needed for the office, including mailing and shipping, assisting the Executive Management Team as needed and miscellaneous office errands.
Complete projects or requests as needed by members of the Executive Management Team.
Protect organization's values by keeping information confidential.
Education and/or Experience
Minimum of Associates degree
Advanced knowledge and understanding of construction documents
To perform this job successfully, an individual must have advanced knowledge of MS Excel Spreadsheet software and MS Word Processing software, Sage 300 and PlanGrid. In addition, proficient experience with MS Power Point and MS Project; Timberline Contractor Accounting software experience preferred but not required.
Other Skills and Abilities
Data entry and Administrative Skills (preferred, but not required) with a high-level of accuracy.
Advanced MS Excel skills (pivot tables, lookup functions, nested statements).
Adept to learning new software programs as required.
Excellent communication skills with attention to detail.
Must have the ability to process information at a corporate level for multiple entities.
Ability to successfully work with business partners, clients, vendors and suppliers.
Coordinate with Project Managers and Field Supervisors.
Assist in monitoring, reviewing, and maintaining compliance with all applicable Federal, State, and Local laws as necessary.
Assist with the preparation, review, and distribution of all reports required by executive management.
Experience with running multiple tasks concurrently and prioritizing multiple tasks from multiple managers.