Project Coordinator

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Position Summary

Supports project management and operations staff by handling contract administration, database management, project controls, file management, and closeout. Provides project-related assistance as needed.

Primary Responsibilities

Contract Administration

• Familiarity of contract and contract terms.
• Identifies contract requirements and issues trade partner contracts with oversight from Team Lead, as necessary.
• Processes change orders and assists project team with owner pay application distribution. Follows up to obtain signed documents as needed and files executed documents in Procore.
• Requests Master Agreements and Vendor Adds from the Vendor Group and Risk Department.
• Requests McCownGordon insurance and bonds from insurance company.
• Uses AIA software for CMa subcontracts, Owner Change Orders, Subcontractor Change Orders and Substantial Completion Certificates.

Project Controls, File & Database Management

• Adds new contacts into Procore directory.
• Partners with Accounting & Risk Departments to ensure new companies are set up in Procore and accounting software.
• Completes and manages the tax-exempt certificates with support from accounting.
• Gains exposure to importing initial project budget into Procore with Team Lead oversight.
• Sets up new projects in Procore with support from Team Lead.
• Prepares and distributes transmittals.
• Manages print orders for drawings and/or specification books.
• Uploads Drawings and Specifications into Procore.
• Scans hard copy files and uploads to Procore. Retains hard copies until close of project.
• Organizes and files documents for projects in Procore.

Project Closeout

• Familiarity of closeout procedures and requirements.
• Works with Project Management to develop closeout submittals in the Pype platform.
• Assists with collection of closeout materials from required trade partner, reviews, and ensures accuracy with approval from Team Lead and support from Project Management.
• Assists with the follow up communications for closeout documentation with oversight from Team Lead.
• Creates closeout deliverable and submits to Project Manager for review. Distributes closeout deliverable to relevant party.

Administration

• Attends project Kick Off Meetings.
• Assists with project administrative duties as needed.
• Orders refreshments for project team meetings as needed.
• Provides weekly project status updates to project teams.
• Assists project coordination team with other duties, and/or helps other teams, as needed.
• Onsite Project Coordinator (as applicable).
• Greets and directs all visitors to the jobsite, including coordinating material deliveries.
• Answers all incoming calls and transfers to the appropriate party.
• Orders, receives, and sorts office and trailer supplies for the jobsite as needed.
• Coordinates topping out party with support from project team.
• Coordinates trailer setup/breakdown with support from project team.
• Travels occasionally to McCownGordon office and project sites.
• Takes notes during project meetings and processes in Procore based on project needs.

Department Responsibility

• Provides/coordinates back-up support for team member time-off with approval of PC Team Leader.
• Schedules project update with Team Lead 2 business days prior to approved time-off.
• Adheres to Project Coordinator Code of Conduct.
• Embraces change and supports the initiatives of the department.
• Participates in team meetings and training as required for the department.
• Partners with Team Lead in trade partner training.
• Recommends technology, procedural enhancements, and efficiencies for the Project Coordinator team.
• Successful completion of required department training.

Minimum Qualifications

• 1+ years of experience in an administrative position.
• Proficiency in Microsoft Office computer applications.
• Procore experience preferred.
• Demonstrated accuracy in work.
• Demonstrated ability to take initiative to learn and take on additional responsibilities.
• Demonstrated ability for interpersonal and communication skills.
• Willingness to work in a team environment.

Working Conditions

The position requires work in an office environment.

Note: This job description reflects a summary of the job and does not prescribe or restrict the responsibilities that may be assigned. The job description is subject to change at any time.

Equal Opportunity Employer/Minorities/Females/Disabled/Veterans