Construction Project Coordinator

Description

Position Summary

The Project Coordinator'sprimary responsibility is to work with the Construction Project Managers (PM's) to ensure that projects run smoothly, and all required documentation is received accurately and timely for the preparation of monthly draws. This includes compilation of subcontractor contracts, reviewing subcontractor insurance coverages and other required documentation. Process monthly invoices for payment, assemble invoices and other necessary documentation for monthly draw submission and reconcile vendor statements to company records. Assisting with project setup and budget uploads for new projects. The Project Coordinator is an integral and important part of the accounting team and works to facilitate the completion of financial objectives established by Company management. Work is performed according to established policies, procedures, and deadlines. Employees are expected to exercise discretion and judgment, develop work routines and complete assignments with minimal supervision.


Key performance outcomes
• Establish relationships with construction and accounting teams in three months
• Assume all project coordinator tasks for respective jobs in three months
• Ability to backup/cross train on other project coordinator jobs in six months
• Eager to learn, Positive Attitude, Group Collaboration

Construction Project Coordinator Duties and Responsibilities
• Obtain subcontractor COI's and W-9's insuring compliance with TDC requirements.
• Processes vendor invoices and subcontractor bills in accounting software (reviewing data entry for accuracy and verify proper project/departments).
• Follow up with Project Manager to ensure all change orders are entered to Procore.
• Tracks subcontractor's licenses and insurance to ensure both remain current before payment is released.
• Monitors and reconciles contractor retainage accounts.
• Reconciles open payables to vendor statements.
• Coordinate the collection of close out documents at the end of the job.
• Performs maintenance of accounting record files including annual rotation and archiving of old records.
• Assist with new projects set up.

Position Requirements

Minimum:
• High School graduate or equivalent.
• Associate degree or equivalent from two-year college or technical school preferred; or one or more years of responsible related experience in construction accounts payable; or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.
• ERP experience preferably with Sage Intacct.
• Outgoing personality with ability to enforce financial deadlines with field teams.
• Exposure to Procore and/or Textura a plus.
• Ability to use Microsoft Suite of products effectively and Excel proficiently.
• Must possess general knowledge of construction accounting with an understanding of the general ledger accounts and their relation to invoices.
• Must have the ability to communicate effectively verbally and in writing and establish and maintain effective working relationships with applicant, company staff, and the general public.
• Must have the ability to maintain complex records in an orderly and accurate format consistent with departmental procedures, prepare accurate reports, work with minimal supervision, plan work schedules, and meet deadlines.
• Must possess knowledge of recordkeeping methods and procedures including computerized records and database software.
• Must have excellent organizational skills and attention to detail.
• Must have the ability to carry out assigned tasks and projects to their completion, maintain confidential and sensitive information; and understand and follow instructions.
• Must have hands-on knowledge of accounting software and other report generating software.
• Must have the ability to effectively operate personal computer, fax machine, other various office equipment, and software/programs (i.e., excel spreadsheets, data bases, word processing, and Inter/intranet).
• Must be able to apply common knowledge and understanding along with independent judgment on a continual basis to determine actions and priorities.
• Must have a strong orientation to customer service and have exceptional skills in working cooperatively with others.


Physical Requirements
• Communicate and converse to exchange information.
• Operate a computer keyboard, phone, calculator, and other office equipment.
• Ability to see and read a variety of materials and observe a variety of development and construction activities.
• Must be able to remain in a stationary position for extended periods of time.
• Must be able to transport 10-25 lbs (computer, files, etc.).
• Must be able to move about the office to access file cabinets, office machinery, etc.

Other Requirements
• Ability to fit into a normal office environment with exposure to personal computer monitor and frequent use of a keyboard.
• Ability to work from 8:00 am - 5:00 pm M-F (alternate schedule may apply).
• The employee may be required to work a flexible schedule and work overtime if needed. This position does not typically require the employee to travel overnight.
• Valid driver's license or reliable means of transportation.

Disclaimer

This document describes the position currently available and serves only as a summary of the typical functions of the job. It is not an exhaustive or comprehensive list of all possible job responsibilities. Tasks, responsibilities, and duties of the jobholder may differ from those outlined. Other duties, as assigned, might be part of the job. It is not an employment contract. Our company reserves the right to modify job duties or job descriptions at any time.