Construction Project Coordinator

Job Title

Location: Lebanon, IN Duration: 4 Months

Responsibilities:

• Support business activities including RFIs, RFPs, submittals, subcontract processing, managing project documentation, booking or cost tracking system entry, and customer invoicing.
• Complete project or sales-related administrative tasks to meet customer expectations and internal financial commitments.
• Support new contracts and manage changes to existing maintenance and service, retrofit, or PSA contracts, Labor and Material tickets, and service order management tickets.
• Assist with the subcontract process, generate subcontracts online or using templates, and organize subcontractor documentation such as waivers, certificates of insurance, wrap-ups, and bonding information.
• Manage subcontractor invoices by releasing for payment or researching payment issues.
• Manage project documentation files, gathering documents such as submittal documentation, customer communication, subcontracts documents, and proposals.
• Complete project closeout checklists including as-builts, final invoicing to the customer, warranty letters, project books, and training documentation.
• Produce submittal packages for use by technicians, engineers, or the customer, gathering documents such as network flow diagrams, room schedules, and project bill of materials.
• Assist with procurement of materials using electronic purchasing/ordering tools to enter and track project materials.
• Work with project management to ensure cost scheduling and re-estimates are entered into the tracking system, and enter project dates, schedules, and contract costs as directed.
• Assist management in coordinating safety programs, verify monthly toolbox training and safety reporting, and ensure employees have the proper safety equipment.
• Perform other duties as required to support the project team.

Requirements:

• Experience supporting project-related teams in the construction or building maintenance industry.
• Proficient computer skills with general Windows environment, Microsoft Office software, and email.
• Strong interpersonal skills to effectively communicate with both internal and external clients.

Preferred Skills:

• Experience working with government contracting.
• Experience working with construction documentation such as RFIs, RFPs, and submittals.
• Proficiency working with Microsoft Project.
• Advanced skills working with Microsoft Excel and PowerPoint.
• Ability to prioritize work activities based on financial impact to desired business goals.

Preferred Education:

• High School Diploma or equivalent required. Associate's Degree (or higher) preferred.
• Experience and/or basic project accounting or costing principles.

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