Project Coordinator

We have an outstanding Contract position for a Project Coordinator to join a leading Company located in the White Sands, NM surrounding area.

Responsibilities:

• Under general direction, provides support to the Market Team Operations Manager to ensure consistent and timely responses to customers
• Administers the project business through activities such as subcontract processing, managing project documentation, booking or cost tracking system entry, and customer invoicing
• Supports and maintains the Installation Information System (IIS)
• Enters new subcontracts and manages any changes to current subcontracts
• Ensures proper contract information, such as tax, sell price, cost estimates, customer information, etc, is accurately entered
• Supports and maintains IIS
• Downloads and distributes cost data files, enters job assignments, transfers, and provides forecasting data for management
• Generates reports as requested
• Administers the subcontract process
• Assists project management by generating the subcontracts online or using templates
• Organizes subcontractor documentation such as waivers, certificates of insurance, wrap-ups, and bonding information
• Manages subcontractor invoices by releasing for payment or researching payment problems
• Manages project documentation files
• Gathers documents such as submittal documentation, customer communication, subcontract documents, and proposals
• Completes project closeout checklists, including as-builts, final invoicing to the customer, warranty letters, project books, and training documentation
• Produces submittal packages for use by technicians, engineers, or the customer
• Gathers documents such as network flow diagrams, room schedules, project bill of materials, and vendor cut sheets
• Flags contracts in CBS when certified payrolls are required
• Submits state prevailing wage documentation for contracts
• Assists management in the coordination of safety programs
• Ensures monthly toolbox training and safety reporting are completed
• Works with project management to ensure employees have the proper safety equipment
• Utilizes electronic purchasing/ordering tools to enter and track project materials
• Sets up Electronic Procurement Agreements (EPA)
• Works with project management to ensure cost scheduling and re-estimates are entered into the installation system
• Enters project dates and schedules contract costs as directed
• Creates and submits bills through the installation system as directed by project management
• Assists with identifying, investigating, and resolving billing issues to keep positive cash flow on projects
• Researches cost mischarge issues involving subcontractor billings
• Assists project management in the collection process as directed
• Assists sales and the Market Team Operations Manager in completing change order proposals and booking the related change orders within CBS, including updating SMIS as required
• Assists in the preparation of: customer proposals, letters, spreadsheets, issuance of Bid Bonds, Certificates of Insurance, Payment/Performance Bonds, Pre-Qualification Questionnaires, and orders legal paperwork and forms to aid in finalization of contract award
• Performs other duties as assigned

Basic Hiring Criteria:

• Associate's degree preferred
• Minimum three to five years of experience in the construction industry/contracting business performing similar contract and project management functions
• Ability to effectively communicate with customers and others at varying levels
• Demonstrated proficiency to simultaneously handle a large and diverse number of projects and issues with tact, cooperation, and persistence
• Possesses an understanding of HVAC and Facility Management System operation, and exposure to cost accounting is desired
• Possesses an understanding of Water Meter Technology
• Working knowledge of PCs and packaged software (Excel, Access, and MS Project)