Position Summary 

The Project Coordinator (PC) is responsible for directing, organizing and controlling project activities under the direction of the Project Manager (PM) and Facilities team.  

Performance Expectations  

• Provide accurate, reliable assistance to assigned project managers/estimators.  

• Interacts with clients, vendors and the public in a professional and friendly manner.  

• Provides accurate, timely document management assistance.  

• Be a knowledgeable and reliable liaison between the Facilities department and Accounting departments.  

• Achieve a healthy work/life balance. 

• Effective communicator. 

Essential Functions 

Essential functions include the following. Other duties may be assigned. 

• Consistently able to work in the office during the hours of 8am -5pm Monday – Friday. 

• Attends All Employee Meetings as scheduled. 

• The PC reports to the Director of Facilities and is responsible for providing administrative and clerical services to assist the PM/Facility team from project start up to project close out. Daily responsibilities include project and vendor set up. 

• Manages all work orders, notes, documents, billing in the Facilities department operating system, FEXA.  

Responsibilities 

• Independently complete project-related activities and initiate project tasks. 

• Gather required documentation, set up project in tracking system and create job files. 

• Process Owner contracts, order project insurance certificates and bonds (if required). 

• Prepare and send purchase orders and subcontracts. 

• Request and track subcontractor insurance certificates and bonds, reviewing certificates for compliance with contract documents. 

• Request and track joint check agreements with subcontractors. 

• Create and process Owner and subcontractor change orders. 

• Review subcontractor pay applications for payments and work closely with accounting to ensure proper payment to vendors and subcontractors. 

• Prepare and track lien waivers and submittals logs to submit with owner pay applications. 

• Prepare final waivers to release retainage at close of project. 

• Request project closeout information and assemble manuals to submit to owner and architect. 

• Perform general office duties, correspondence and filing. 

• Communicate with co-workers, management, clients, vendors and others in a courteous and professional manner. 

Qualifications and Requirements 

• At least 1-3 years of relevant project coordinator experience in the construction industry. 

Required Skills and Knowledge 

• Dependable, independent self-starter who takes responsibility for their work. 

• Ability to process large volume of smaller projects.  

• Ability to maintain confidentiality concerning financial information 

• Excellent organizational and time management skills. 

• Effective verbal, written and interpersonal communication skills. 

• Ability to initiate and drive process improvements. 

• Ability to work independently with minimal supervision and within tight deadlines. 

• Ability to manage rapidly and frequently changing priorities. 

• Ability to communicate and interact effectively with all levels of management. 

• High level of proficiency of MS Office products (Word, Excel, Outlook). 

Preferred Qualification 

• Experience with Procore and Foundation Software