Project Coordinator

Job Description

Job Description

Description:

The Project Coordinator provides administrative support to the project management team and manages limited scope projects as outlined in the list of duties and responsibilities. The Project Coordinator assists the Project Managers in organizing ongoing projects. This task involves monitoring project plans, schedules, work hours, budgets, and expenditures, organizing and participating in stakeholder meetings, and ensuring that project deadlines are met in a timely manner. The Project Coordinator, needs to able to work on tight deadlines, must be competent in using Microsoft Office applications such as Word and Excel. The Project Coordinator must demonstrate leadership and organization skills, advanced problem-solving capabilities, and the ability to work in a fast-past environment under tight deadlines. The Project Coordinator must work with both office and field staff, including project managers, designers, owners, architects and general contractors. High degree of accuracy and exactness is extremely important in the performance of this job. 

Requirements:

 

Essential Job Functions: 

1. Keep General Notes updated such as Project Notes, Fabrication Notes and Installation (pre-installation, GC Safety Requirements, and Product Data).

2. Know and understand Owner and JK2’s schedule to include: Owner/Client/GC,, Production/Fabrication, Subcontractor, Project Scheduling and Installation Coordination (delivery, trucking and equipment rental)

3. Build and maintain schedule for Projects.

4. Identify critical issues such as milestones or pinch points, immediate action items, potential issues or problems and scheduling issues.

5. Organizing, attending and participating in stakeholder meeting including onsite visits.

6. Ensuring projects adhere to frameworks and all documentation is maintained appropriately for each project.

7. Field measure site conditions and compare to architectural and shop drawings – identify and communicate any possible issues.

8. Measure project performance using appropriate systems, tools and techniques

9. Establish and maintain relationships with third parties/vendors

10. Assist in ensuring material and resource availability and allocation

11. Gather on site information such as accessibility issues, A/C turn on, delivery route, subcontractor coordination, templates needed, installation schedule and any related field conflicts.

12. Identify material approvals needed and timing impacts.

13. Identify long lead items and scheduling impacts.

14. Review and redline drawings, track process from submittal to approval, assist in coordination between trades.

15. Identify and obtain samples, create labels and prepare submittal packages.

16. Provide sample requests to paint shop.

17. Create and update Sample Submittal Logs.

18. Prepare, track and coordinate submittals and project questions to ensure project details will be coordinated and relayed to the shop for fabrication.

19. Submit RFI’s for owner approval and keep corresponding log updated.

20. Communicate changes in scope and monitor status.

21. Assist in identifying materials needed for fabrication / material take-offs.

22. Coordinate work and schedules with subcontractors.

23. Work with vendors for project materials.

24. Gather Product Data Sheets for materials used.

25. Create Warranty Letters for Project Closeout.

26. Help ensure proper flow of project details: shop drawings, material finishes, submittals, RFI tracking, scope changes, additional work, purchasing, etc.

27. Assist with procurement and sourcing of materials as needed.

28. Help identify potential quality, material savings and design cost issues.

29. Assist with shop fabrication and installation as necessary.

30. Read and interpret blueprints/drawings in order to coordinate project needs and conflicts requiring resolution to fulfill design intent.

31. May need to work over overtime, nights and weekends as required by business needs.

32. Learn new scenic trades and skills to help, when needed

33. Develop the basic knowledge and understanding of the different product types, materials, surfaces, finishes, etc. (i.e. wood, metal, plastics, fiberglass), used to fabricate themed products

34. Work in collaboration with designers, clients, department heads, scene, props, and carpentry/paint shop staff to insure the work is completed within the proper time restraints.

35. Track project performance, specifically to analyze the successful completion of short and long-term goals.

36. Perform all other duties and tasks as assigned or requested at the discretion of management.

Other Essential Tasks:

1. Must be consistent with JK2’s core values; Creative Minded, Solution Driven, Quality Focused and Respected Partner(Teamwork)

2. Must have excellent interpersonal skills.

3. Must have excellent customer service ability. 

4. Must demonstrate commitment to high professional ethical standards and a diverse workplace.

5. Must have the ability to work under pressure with time constraints.

6. Must have the ability to concentrate.

7. Must be a flexible and a self-starter; able to multi-task while also being highly detail-oriented.

8. Must demonstrate resourcefulness in setting priorities, proposing new ways of creating efficiencies.

9. Must have excellent listening skills.

10. Must be able to have good judgment under pressure.

11. Must be able to navigate complex and emotionally challenging circumstances.

12. Must have an ability to maintain reasonably regular, punctual attendance consistent with the ADA, FMLA, other federal, state and local standards and organization attendance policies and procedures.

13. Must maintain compliance with all personnel policies and procedures.

14. Self-disciplined, organized and able to effectively coordinate and collaborate with team members

15. Creative application of Marketing tools e.g., SketchUp, PhotoShop, and Smartsheet is a plus

16. Must have the internal motivation to sustain long productive work days and weekends when required

17. Self-disciplined, organized and able to effectively coordinate and collaborate with team members

18. Must be able to work overtime, 1st, 2nd, 3rd shifts, weekends and holidays as required by business needs. 

19. Must have a clean driving record with a valid Florida Driver License and proof of insurance.

Essential Required Competencies:

Specific knowledge and skill based competencies required to satisfactorily perform the functions of the job include:

Reasoning - Must have the ability to trouble shoot problems and present solutions for a variety of situations. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Judgment - Must display willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions. Includes appropriate people in decision-making process; Makes timely decisions. 

Language Ability - Must have the ability to read, analyze and interpret general business communications. Ability to correspondence and communicate with clients and co-workers.

Math Ability - Must possess general and basic math skills such as addition, subtraction, multiplication, division and the ability to read measurements. 

Complex Problem Solving Skills

Must be able to identify complex problems and reviewing related information to develop and evaluate options and implement solutions.

Social Skills

· Coordination - Adjusting actions in relation to others' actions.

· Negotiation - Bringing others together and trying to reconcile differences.

· Persuasion - Persuading others to change their minds or behavior.

· Service Orientation - Actively looking for ways to help.

· Perceptiveness - Being aware of others' reactions and understanding why they react as they do.

· Strong work and ethical values

· Emotional Intelligence

Technical Skills

· Determining the kind of tools and equipment needed to do a job.

Judgment and Decision Making

· Considering the relative costs and benefits of potential actions to choose the most appropriate one.

· Determining how a system should work and how changes in conditions, operations, and the environment will affect outcomes.

· Must possess critical thinking skills

Communication

· The ability to communicate effectively, both orally and in writing, with a wide variety of external professionals and in-house staff. 

· Have a professional personal projection, that is, appearance, voice and communication skills that creates a suitable impression on those in contact with.

Impact of Decisions

· Requires making decisions that impact the results of co-workers, clients, vendors and internal stakeholders.

· Requires making decisions that affect other people, and/or the image and reputation of the company.

· Be decisive and make decisions based on sound logic.

Personal Interaction

· Requires work with internal and external customers. 

· Requires work with others in a group or team.

· Be open to and listen to ideas of others and as a group. Incorporate the best thoughts into plans of action.

Education and Experience:

· Bachelor’s Degree from an accredited college or university in engineering, Building Science or relevant field and/or 5+ years of any satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the above duties. 

· PMP or equivalent certification a plus

· Creative and theming project experience is a plus 

· Able to read architectural drawings/blue prints.

· Knowledge of advanced computer skills, PC based. Proficiency in Microsoft Office & Adobe Acrobat. Understanding of construction procedures, materials and project management principles

· ProCore experience a plus.

Physical Requirements:

While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel and reach with hands and arms. The employee is frequently required to stand; walk; sit; stoop, kneel, bend, crouch, or crawl and talk, hearing and visual acuity, frequent near vision use for reading and computer use; frequent stressful conditions and make repetitive motions. The employee must regularly lift and /or move up to 40 pounds, frequently lift and/or move up to 25 pounds.