Project Coordinator

Job Description

Job Description

Job Summary

The Project Coordinator directly contributes to customer satisfaction, project organization, customer relations and various internal/external construction processes and communications. This position plays an integral role in providing professional and effective communication to our customers while managing the production schedule. The Project Coordinator will build a strong relationships with the customers. Consistently display friendly and compassionate Customer Service and Project Management skills to effectively handle multiple active project accounts throughout the construction process while assisting the project manager on project details and schedules.

Duties/Responsibilities

• Project Coordinator will be supporting the Construction Team and Customers of the Construction Department.
• This role is the glue that keeps it all together acting as liaison between departments with internal and external customers during the construction process.
• Coordinating communication between the Superintendents, field crews, and customers.
• Provide timely updates to customers and team members via phone, messaging software and email.
• Handle calls, transferring to the correct departments, taking messages, and following up as necessary.
• Review “Job File” contents (including Spec Sheet, Contract, Plan, Permit, Owner invoice setup, and any other relevant documents).
• Review build-out plan in project management software to ensure scope of work and accuracy.
• Perform general clerical duties to include but not limited to copying, scanning, mailing, and filing.
• Maintain electronic file structure to the current standard operating procedure.
• Make “Introduction Call” to Customers (within 2 working days of Job File receipt) to review the Construction.
• Discuss (as applicable) Customer responsibilities such as Phase Payments (confirm method of payment), Safety Barriers, City Inspections, Interior Finish Instructions, and other work to be performed by Customer. Confirm basic contractual information (Interior Finish type/color, other color selections, Close of Escrow, etc.).
• Effectively communicate every 2 days during the active construction process to keep them apprised of the progress or schedule shifts.
• Promptly respond to all voicemail messages, emails, or direct messages through the project management app within a timely manner.
• Update Construction Coordinator Customer Tracking Board to reflect current Construction Phase of each respective Customer, weekly.
• Schedule, coordinate, and manage all production schedules unique to project specific scope of work.
• Document and record necessary information from trade/subcontractor companies and manage construction Ghantt chart.
• Order/schedule any repair work, follow up on repairs, track in project management system, and update notes for invoicing purposes.
• Alert superintendent, or any other relevant internal team members of job roadblocks to keep production moving forward.
• Call and coordinate all Municipality inspections as necessary for all corresponding permits on each project. Follow up to obtain inspection results on the day the Inspection was to have been completed.
• Record inspection results and upload supporting documentation if applicable.
• Notify the customer when a progress payment is due, then release payments and create invoices for Accounts Receivable.
• Move production schedules forward when payments are received and confirmed by A/R.
• Liaise with outside representatives such as landscapers, home builders, and city inspectors to effectively manage and produce timely schedules.
• Issue Construction Change Orders requests if applicable. Fill out the change order request form and submit it to the processor.
• Release, invoice, and collect change order payments.
• Update and maintain project management software to accurately and thoroughly document all appropriate communications pertaining to project.
• Work with Customer to help resolve all issues/grievances and perform all other duties as assigned.

Required Experience/Qualifications

• 2+ years’ experience in a project coordinator role or related customer service experience.
• High School diploma or equivalent. College-level coursework preferred.
• Motivated, self-starter, quick learner, able to work independently in a fast-paced environment.
• Strong organization and project management skills to handle multiple tasks simultaneously and provide timely follow-up to customers.
• Previous experience managing multiple accounts in varying phases of completion.
• Strong data entry and PC skills, proficient with Microsoft Office software.
• Excellent phone etiquette, strong interpersonal and (English) verbal communication skills.
• Professional, customer service oriented, team player with a positive attitude.
• Pool industry experience a plus. Bi-lingual a plus

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is Frequently required to stand; walk; sit; occasionally use hands to finger, handle or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Work Environment

This role requires in-person work located at the corporate office. The work environment characteristics described here are representative to those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is not exposed to weather conditions.