Project Coordinator

Job Description

Job Description

Gathers, analyzes, translates and delivers information in clear, concise and meaningful formats based on specific project and/or program requirements and according to established project management standards. Provides the project manager support and assistance in scheduling, documentation, communication and cost management. Updates the project plan. Assists in information collection and validations. Provides input to project research information. Facilitates collaborative documents and data stores. Helps prepare status reports and presentations. May coordinate the activities of a project sub team and/or project activities to the extent those efforts might affect completion of assigned tasks. Excellent oral and written communication skills are required. Must have strong knowledge of MS Office.
Job Details and Requirements Section

1. Explain what the scope of the work/project is? Project Overview, deliverables (what is this person responsible for). These resources will be responsible for processing drawings, RFI submittals and project documentation, coordination on all our new build projects within energy supply's strategic projects group; new wind farms, solar projects, repowers and other major capital projects. Most projects will be 15MM .
2. What does a typical day look like? These resources will be working from a shared email box/alias, doing a lot of email correspondence, and utilizing OneNote to track the submittals, manage when the due dates are for information to go back to the suppliers. These resources would be responsible for staying on top of the drawings; routing to a group of people who have them. Are they stuck somewhere? Do we need to encourage people to get their approvals done so that we can get them back to the supplier prior to the deadline? Just a lot of coordination and staying on top of deadlines. Resources will also be working away from their desk, getting things off the printer to prepare packages as there is a component in our department where we do print a lot hard copy large format during sets, more for the support of our substation and transmission groups. It is important that the person be willing to be up from their desk working at a printer, gathering large format documentation, getting it packaged up for shipment. In addition, large 11x17 bound books containing drawings and project documentation to send to the construction sites.
3. What is the size of the group this position will be supporting? Who are some of the key players this person will be working with? Project manager, lead engineers, construction interaction. Team consists of about 10. A lot of work in both locations. The size of the group will depend on the actual projects that are going on within there and within their region, however, there's typically a project manager, a few lead engineers and maybe some construction team members, depending on the phase. They'll be working within a team of resources, around 10 for each project that they're working with. There is a lot of work coming down the pipeline and both locations, Minneapolis, and Denver. We're anticipating heavy workload. Everybody in department is working overtime, but we have more work coming, hence the two more people in each location.
4. Will this resource support internal (business), or external customers? Mainly internal business, however, may be some correspondence back to outside equipment suppliers for the projects.
5. What are the main technology application/software skills/experience this resource will be required to possess? Resource should be knowledgeable with MS Office suite, SharePoint, Teams, Outlook, OneNote. In addition to ProjectWise, Blue beam, or adobe pro experience; modifying PDF files.
6. Describe work environment / team culture (supportive/collaborative, teamwork or individual contributor)? Both – Highly collaborative within the team to ensure that project is successfully coordinated as the Project team relies very heavily on these resources. It can be described as an individual contributor as well since these resources are ultimately responsible for driving project coordination, managing deadlines and staying on top of packages of drawing so that nothing's getting forgotten or falling through the cracks, and it really relieves that stress off the project lead and or project managers to have that on their plate as well. These resources are an integral part of the team and if they do a good job like some of the ones I have on staff now, they will be highly regarded by their team for all the work that they do.
7. What is the ramp up time/process for this role? Aside from having the required skill set, approximately how long will it take to train on Xcel's process, procedures/policy? Typically about 1 month.
8. What are the work hours/shift (standard, evening, full time/part time, OT required, on-call for 24/7 operation)? Standard work hours; Onsite Tuesday, Wednesday and Thursday. M and Friday are remote if work permits, i.e., no printing, packaging, etc.
9. Is this new headcount or a backfill? New headcount; 12 months to start.

1. What makes this position attractive to candidates? Why would a candidate want to work for Xcel Energy (i.e., current initiations within company, company size, culture, people, technology/innovation, etc.)? The right person in this role has the opportunity to be a rock star with tracking documents, organization and coordination of supporting the project team, that project team is going to be so grateful and so appreciative of that support. The manager has received really great feedback from some of her current employees that they really feel like they're an integral part of the team and really make a difference in the success of the project. It's rewarding. Also, the team is highly collaborative an supportive. Lastly, this position affords the opportunity to be both at the desk and away doing other tasks which helps break up the day a little bit.
2. What is the likelihood that the position will convert to a permanent opportunity? Strong likelihood to extend and even convert for the right person.

1. What are the top 3-5 skills and qualifications required? Resource should have at least 2-4 years of experience in a professional/administrative environment. Should have experience with scanning/PDF, physical and online document libraries. Resource should have a meticulous mindset as they will be required to perform quality checks on documents to ensure accuracy. Should have some previous experience with document review. Strong communication, organization, and coordination skills.
2. What non-technical skills are necessary (i.e., such as communication, problem solving, team player)? Wiling and able to help out. Shows initiative. Team player mentality: What can I help with, Can I take on this task? What can I take off your plate? High attention to detail.
3. Ideal candidate background and how many years required? 2-4 years; please see #1 in candidate detail section.
4. Are there any specific companies you like to see on a candidates resume? Mortinson or some of those major construction company, in an administrative capacity.
5. Are there any certifications that the candidate must possess? N/A
6. Are there any preferred or "nice to have" skills? N/A
7. Can you think of any "red flags" on a resume? (Large gaps, previous companies, drastic career changes, job hopping) – Resume typos, no attention to detail.
8. Are there any pre-screening questions, such as candidate's previous experience, education, etc., that you would like suppliers to ask of candidates upon submission? N/A