Project Coordinator

Job Description

Job Description

Job Summary : Assists Project Managers and department staff with administrative and operational tasks -- Liaison between department management, intercompany departments, field team members and customers. 

Responsibilities:

• Administrative & Office-Based Support:  Provides comprehensive administrative, financial, and project coordination support by managing project documentation, billing, compliance, customer communication, and operational processes to ensure efficient project execution and organizational effectiveness
  • Billing & Invoicing — Prepare & audit recaps, audits billing entries, communicates inconsistencies & monitors special customer requirements. 
  • Opening New Jobs — Currently managing project setup and system entry. 
  • Maintain project files -- drawing sets, RFI logs, O&M manuals, As-Builts, and document control systems
  • Generate and distribute daily reports, meeting notes, and correspondence to stakeholders as needed
  • Sets up new accounts in software system according to SOPs
  • Assist Accounting with calculating use tax, collecting & maintaining tax exempt documents, collecting accounts receivable, and cutting PO’s for sub-contractors as needed
  • Reporting -- Prepare and monitor project status reports and progress documentation for management review
  • Maintain equipment and material tracking logs; Procures equipment rentals & dig permits as required
  • Prepare meeting agendas and organize pre-construction coordination sessions
  • Liaison between office and customer as needed: answering phone calls, gathering information, written correspondence
  • Performs general related admin duties (filing, producing labels, ordering consumables, new department employee preparation, etc.)
  • Performs related duties as assigned
• Field Coordination & Communication:  Provides field coordination and operational support by facilitating communication among project teams, managing scheduling, workforce and material planning, monitoring project progress, and resolving field challenges to ensure projects are completed safely, efficiently, and in alignment with schedules and specifications
  • Occasionally serve as a point of contact between office and field crews
  • Assist with crew scheduling/2-week lookaheads, shift coordination, and overtime, T&M, apprentice school schedules, On Call Scheduling & program maintenance, and change order tracking
  • Support the superintendent with daily tasks as needed
• Quality & Compliance Documentation:  Provides quality assurance and compliance support by maintaining inspection and certification records, coordinating project audits and inspections, and helping ensure work meets project requirements, quality standards, and regulatory obligations.
  • Maintain inspection records, test reports, and punch lists
  • Organize certification documents for equipment and materials
  • Support the PM in preparing for client inspections and walkthroughs
• Assist with Schedule & Resource Management:  Provides project planning and execution support by coordinating schedules, resources, labor, and equipment, 

Required Qualifications: 

• High school diploma or GED. 
• 3-5 years of administration experience and knowledge of software required. 
• Self-motivated, goal-oriented quality driven, and capable of working without a lot of supervision. 
• Good math skills, including basic algebra
• Organization; Prioritization; Customer service skills
• Strong accuracy of work & attention to detail
• Team skills: a team player with the willingness to help others within the department, as well as within the company

Preferred Qualifications:

• Associate or Bachelor Degree in a related field desired
• 5 years of electrical construction or industrial construction experience a plus. 
• Valid driver’s license and good driving record
• National Electrical Code (NEC) knowledge
• Ability to read and/or understand electrical diagrams & blueprints
• Understanding of: Safety, Lock-out/Tag-out, HAZMAT, Forklift, Electrostatic Discharge, Foreign Object Damage, and Quality System 
• Experience in Microsoft Office and Microsoft Project a plus