Project Coordinator

Project Coordinator Location: Santa Clara, CA, US Role Summary The Project Coordinator will provide routine administrative support to internal and external project management team members. This position will collect, process, input, organize and file data and documentation from various sources and stakeholders in order to support the administrative, documentation, data, reporting, compliance and communications needs of projects. All activities will be performed in support of the strategy, vision and values of JE Dunn. Autonomy & Decision Making Follows directions and refers all exceptions to supervisor. Career Path Senior Project Coordinator Key Role Responsibilities - Core Utilizes responsibility matrix (WorkSmart) to ensure alignment with ongoing business process improvement efforts, supporting full project lifecycle. Collects, processes, inputs, organizes and files data and documentation from various sources and stakeholders as requested by project management team in accordance with established business processes. Processes information within specific timeframes in order to maintain efficiency and timeliness. Provides timely and effective communication to internal and external stakeholders. Supports project management during the bidding process, with deliverables such as creating bid invitations, preparing specifications documents, addressing regulatory and compliance requirements and creating, tracking and following up on bid communications. Supports project management during the award process by issuing and/or preparing bond memos, setting up, issuing, and fully executing subcontracts, and providing system access to dashboards. Organizes information into standard formats and reports in various systems and locations such as the project dashboard, CMiC, electronic signature tools, etc. Maintains documents per established file structure. Coordinates submission of project documentation per project requirements, prepares routine correspondence (such as letters, emails, meeting notes and proposals) and reviews outgoing materials for conformance with best practice standards and formats. Creates and distributes potential change items (PCIs) and requests for information (RFIs). Follows up as needed to include pricing efforts and distribution of change orders. Supports project management with project deliverables, such as managing information on the project dashboard and electronically processing various documents (such as submittals, pay applications, bills of sale, compliance documentation, requests for information and change documents). Tracks, monitors and/or collaborates with internal stakeholders to ensure necessary documentation (such as badging, certified payroll, diversity reporting, insurance certificates, bonds, lien waivers, affidavits, etc.) meets compliance requirements before releasing payments to subcontractors. May receive and direct incoming telephone calls and visitors or provide additional administrative support to other functions to help meet business and staffing needs. Shares subject matter expertise to support teamwork and deliver results. Utilizes discretion and integrity with highly confidential and sensitive information. Demonstrates commitment to the highest standards of customer satisfaction by displaying courtesy and sensitivity and responding promptly to customer needs. Manages difficult or emotional customer situations promptly and efficiently. Meets client commitments; recognizes and acts upon service opportunities. Solicits and applies feedback to improve quality and service. May support various administrative needs for the project team as needed, such as arranging team member travel, managing expense reporting, etc. Knowledge, Skills & Abilities Ability to perform work accurately and completely, and in a timely manner Communication skills, verbal and written Proficiency in MS Office Organizational skills Ability to work collaboratively and cross-functionally to obtain information or solve problems in support of the team's goals Critical thinking ability Ability to deliver quality through attention to detail Ability to learn and use a variety of software, tools and systems necessary to meet business needs Knowledge of administrative, office and general billing procedures Ability to build relationships and collaborate within a team, internally and externally Education High School Diploma or GED (Required). Experience 2+ years administrative or clerical support experience (Required) 2+ years construction project support experience (Preferred) Working Environment Must be able to lift up to 10 pounds May require periods of travel Must be willing to work non-traditional hours to meet project needs Normal office environment, but may be exposed to extreme conditions (hot or cold) Frequent activity: Sitting, Viewing Computer Screen Occasional activity: Standing, Walking, Bending, Climbing, Reaching above Shoulder, Pushing, Pulling Benefits Information The benefits package aligned to this position is Professional Non-Union. Please click the link below for more details. Click here for benefits details. Base compensation for the Project Coordinator role in California is between $65851 and $82313, depending on experience, and may be more than this range for candidates with exceptional experience and a demonstrated history of successful performance. In addition to base salary, the role is eligible to receive a target bonus based on both individual and company performance. #J-18808-Ljbffr JE Dunn