Project Coordinator

Job Description

Job Description

Position Overview

As an integral part of the Production team, the Project Coordinator (PC) plays a pivotal role in supporting Project Managers (PM) and Project Directors (PD) to ensure the seamless execution of all projects. With a primary focus on efficiency and profitability, the PC works diligently to expedite project timelines and streamline processes, ultimately contributing to the achievement of organizational goals. The ideal candidate for this role possesses exceptional communication skills, adept multitasking abilities, and a proactive mindset towards problem-solving, enabling them to navigate dynamic project environments effectively.

Responsibilities

1. Data Management and Documentation:

• System Maintenance: Ensure the internal project management system and all Third-Party Administrators (TPAs) systems are consistently updated with accurate data and documentation, maintaining a comprehensive and organized record of project information.

• Invoice Creation and Processing: Generate invoices with meticulous attention to detail, including all necessary supporting documentation. Utilize internal systems to process job costs, collaborating closely with the production team to review and approve vendor invoices, ensuring accuracy and compliance with financial protocols.

• Timecard Verification: Verify the accuracy and completeness of timecards in ADP, facilitating smooth payroll processes and ensuring precise tracking of labor costs.

2. Customer Relations and Education:

• Point of Contact: Serve as a primary point of contact for customers, demonstrating excellent communication skills and providing necessary support and guidance throughout the restoration process. Educate customers on the various aspects of the process, addressing inquiries and ensuring clarity and transparency.

3. Scheduling and Coordination:

• Job Walks: Schedule initial job walks, coordinating appointments and ensuring timely assessments of project requirements. Facilitate effective communication between stakeholders to streamline the scheduling process and optimize workflow efficiency.

• Subcontractor Engagement: Engage with subcontractors in collaboration with Project Directors and Project Managers as needed, fostering productive working relationships and ensuring alignment with project goals and timelines.

4. Meeting Preparation and Support:

• Production Meeting Assistance: Participate in and provide support to Project Directors in preparing for the weekly production meeting. Compile relevant documentation, assist in agenda preparation, and provide insights and updates on project status and milestones.

5. Financial Management:

• Payment Collection: Collect payment for deductibles, change orders, supplements, and invoices, managing financial transactions with professionalism and accuracy. Ensure prompt and complete payment processing to maintain positive customer relations and support project continuity.
• Change Order Management: Manage the change order and supplement process, overseeing documentation, communication, and approval procedures to accommodate project modifications and ensure contractual compliance.

Qualifications

• Strong communication and interpersonal skills.

• Proactive and solution-oriented approach.

• Excellent multitasking and organizational abilities.

• Familiarity with ADP, Salesforce, DASH, Sage, TimberScan, and Coupa is a plus.

• Ability to work efficiently under pressure and meet tight deadlines.

• Detail-oriented and committed to accuracy in all tasks.

Physical Requirements & Work Conditions

• Fulfill all standard office activities including prolonged seating, computer entry, filing, lifting, and carrying office supplies.

• General office environment exposure.

• Moderate noise levels that are typical of an office setting.