Self-Perform Project Coordinator

Job Description

Job Description

Self-Perform Project Coordinator Denver, CO | Shaw Construction

Why Work at Shaw? From day one, we invest in your career — giving you room to grow and the chance to do meaningful work alongside a supportive team. Shaw has been named a Denver Post Top Workplace multiple times, and #WeAreShaw reflects who we are: safety-focused, community-driven, and genuinely diverse. We take the work seriously, but not ourselves — expect a fun, encouraging environment that respects work/life balance.

The Role This position supports Administration and Accounting for our Self-Perform Operations — working closely with Project Management, Field Operations, and the Equipment/Logistics team. You'll be the connective tissue between the field and the office: managing project accounting records, coordinating subcontractor pay requests, supporting equipment tracking, and keeping self-perform projects running smoothly behind the scenes.

DUTIES & RESPONSIBILITIES

General Administration

• Maintain and update Self-Perform job status reports and staff meeting minutes.
• Assist with scheduling; coordinate with and participate in department training, meetings, and events.
• Collect, update, and distribute required information for monthly job cost projections for the VP of Self-Perform.
• Set up electronic and hardcopy project files in accordance with the established filing structure.
• With assistance from the Financial Analyst, ensure insurance compliance for subcontractors working on assigned projects.
• Collect and review subcontractor and vendor/supplier insurance certificates.
• Gather and enter historical project cost data.
• Maintain and order supplies for the self-perform team.
• Organize self-perform files.
• Assist receptionist with occasional front desk coverage.
• Assist other coordinators with general office housekeeping.
• Assist with collection, sorting, and vetting of resumes for labor potential hires.

Preconstruction Department

• Assist the SPS Estimating Department with bid/estimate deadline and milestone calendar management, updated weekly.
• Coordinate and assist Self-Perform in putting together preconstruction proposals.

Project Management & Field Operations Department

• Prepare, code, and interface field purchase orders within best-practice guidelines.
• Assist Project Managers with and facilitate subcontractor pay requests within best-practice guidelines.
• Prepare, send, receive, and file subcontracts and purchase agreements.
• Assist Project Managers with managing owner contracts and the owner/subcontractor change order process.
• Assist Project Managers in preparation of monthly job cost reports.
• Assist project teams with closeout documents, including warranties and O&M manuals.
• Assist in preparing final project records and archiving project files.

Equipment & Logistics Department

• Assist the Yard Operations Manager with administration associated with yard, logistics, and equipment.
• Support initial setup of equipment management software (Toolwatch).
• Manage and track existing equipment.
• Maintain and update a detailed list of tools, equipment, and materials moved between jobsites.
• Manage invoicing and billing for equipment rented to projects.
• Assist in the purchasing process for new equipment, including pricing.
• Continually input new equipment into the software system.

Accounting Department Coordination

• Perform job setup duties in accounting software, including entering project budgets, configuring integration with owner billings, and setting up phase codes and cost types.
• Receive, review, and submit certified payroll reports.
• Process project-related invoices within best-practice guidelines.
• Process monthly owner pay requests and prepare required backup documentation.
• Prepare, send, and process subcontractor final statements of account and sales/use tax affidavits.
• Ensure compliance with sales and use tax law in the jurisdiction where the assigned project operates.
• Accrue sales and use tax liabilities for applicable jobs; assist with sales/use tax audits and closeouts as needed.
• Maintain and update a detailed list of laborers, framers, and supervisors, tracked job to job for payroll.
• Assist with a variety of audits from owners, internal accounting, or external auditors.

OTHER DUTIES / SOFTWARE UTILIZATION Perform other duties and take on other responsibilities as required. Software: Vista Viewpoint, Microsoft Suite, Procore, Autodesk, AIA Construction software.

SUPERVISOR RESPONSIBILITIES N/A

EDUCATION / EXPERIENCE Required:

• High School Diploma.
• Solid grasp of fundamental accounting principles.

Preferred:

• Associate's degree or higher in accounting or business management.
• 3 years of administrative/accounting experience.
• Construction, homebuilding, or similar industry experience.
• Notary Public.

CERTIFICATIONS, ETC. None.

SKILLS REQUIRED Strong customer service and interpersonal skills combined with the ability to communicate well both verbally and in writing. Employees shall display energy and enthusiasm in approaching the job while taking personal responsibility for their performance. Performance will adapt to changing work environments, priorities, and organizational needs. A knowledge and understanding of the general contractor and construction industry. A knowledge of construction cost control and basic accounting procedures. Strong computer skills and familiarity with Microsoft Office suite programs.

PHYSICAL DEMANDS & WORK ENVIRONMENT Office-based position. Periodic travel to project sites, equipment/lumber yard, and other office locations. Must have full range of motion and be able to lift up to 25 pounds.

Performance is measured in accordance with an individual's commitment to the Shaw Mission Statement, with priority on Project Safety, Quality of Work, Project Schedule, Teamwork, Client, Vendor and Trade Partner Satisfaction, Profitability, and Project Success.