Project Coordinator - Construction

Mantis Innovation is a leading facility performance consultant and project delivery engine that delivers smart, sustainable solutions that improve facility performance and unlock operational efficiencies. We serve over 70% of what a building owner/operator spends on their buildings inside and out, including the building envelope, pavements, mechanical systems, lighting, energy procurement, and technology ecosystem. Our company delivers custom outcomes for our clients that reduce operating costs, flatten capital spending, reduce carbon emissions, and drive sustainability ambition.

The Construction Project Coordinator will primarily provide support to the BMS Construction Operations team through a variety of tasks related to organization, communication, and results delivery. This person will also serve as Office Manager to the Denver office.

This is a multi-faceted position that encompasses multiple priorities for a variety of operational tasks and projects. You will report to the Manager of Project Coordination while supporting the Operations, BMS Construction team. You will help set up and initialize projects; track statuses, updates, and changes; and work as an additional POC as needed within respective project teams to exceed expectations and ensure successful operational delivery and drive revenue as a department.

Project Coordination (80%)

• Serve as a dedicated organizational resource for performance of BMS Construction Operations, including maintenance/upkeep for specific projects/accounts: adding project sites, updating dates for PM’s: communicating billings to accounting
• Manage project documentation as needed: COI's, Project Setup forms
• Schedule team meetings, as needed, and take meeting notes to support important discussions and action items
• Keep data reporting updated as accurately as possible, seeking out updates proactively
• Run reports as needed out of Mantis Perform or other databases for Operations team members
• Monitor budgeted vs actual project hours/revenue for strategic accounts and support operational decisions as needed; liaise between PMs and accounting to share information
• Assist Project Accounting with operational questions/updates and prepare necessary information as needed
• Where applicable, establish and implement process changes with the assistance of Project Managers and Construction leaders for better project execution
• Aid with project documentation for all phases of projects on-time and in accordance with pre-established formats in order to pass all project documentation reviews with client. This will include but not limited to project set-up forms, budgets, schedules, tracking progress, meeting action items, change orders/financial funding requests, and status reports
• Ensures Construction project documents are complete, current, and stored appropriately

Office Management (10%)

• Manage daily office operations in Denver that include supplies, equipment, mail, and building mgmt. to ensure a clean, organized, and efficient workspace
• Serve as the main point of contact for visitors, deliveries, and general inquiries, providing general assistance where needed.
• Support leadership and project teams with administrative tasks such as calendar scheduling, travel arrangements for events, and meeting coordination
• Coordinate onboarding logistics for new hires including desk setup, IT coordination, and other preparations
• Track and reconcile office expenses, submit invoices for approval, and assist with basic bookkeeping or time entry as needed
• Help plan and organize company events such as safety meetings, staff lunches, and holiday gatherings to support team morale and culture

Client Relations (10%)

• Builds relationships with client, client project management team, client security, and client technology teams
• Understands what outcomes client is expecting and is the liaison between Mantis team and Client team ensuring accurate execution of plan resulting in delivering desired outcomes
• Effectively manages issues and concerns with clients in a professional and productive manner

Minimum Qualifications

• 5+ years Project Coordination or Project Administration experience, preferably with a background in Engineering, Construction, or Consulting
• AIA document experience, Procore experience, and experience working with 'bonded projects' are must haves
• Advanced communication abilities (written, verbal, visual)
• Advanced proficiency with Microsoft Office Suite applications, including Word, Excel, Outlook, PowerPoint, and OneNote
• Proficiency with standard website portals, mobile app functions
• Strong people service/support orientation
• Excellent organization, time management and prioritizing skills
• Ability to handle confidential information in a discreet, professional manner
• Proven ability to interact effectively at all levels of an organization
• Excellent analytical / problem-solving skills
• Flexibility to deal with the unexpected
• Works effectively with colleagues and staff by practicing respect for deadlines, collaborative problem solving, and transparent communication
• Builds trusting relationships acting with integrity, courtesy and responsibility, even in the face of stress or demanding workplace conditions
• Self-motivated with the ability to work effectively with minimal supervision/remote management
• Outstanding relationship-building skills with a high degree of responsiveness and integrity

Working Environment / Physical Activities

• Work is performed in a non-smoking office setting with exposure to CRTs and UV rays
• Standard office environment with long periods of sitting, walking, standing, stooping
• Oral and auditory capacity enabling interpersonal communication as well as communication through automated devices such as email and telephone
• Possible offsite client meetings
• Ability to travel up to 20%
• Lifting up to 30 pounds
• Working extended hours may be required as needed

$60,000 - $70,000 a year

What else can we offer you?

We offer a fantastic lineup of benefits, including Medical, Dental, Vision, FSA, HSA, 401k Matching, Paid Vacation, Paid Sick, Paid Holidays, Paid Parental Leave, Paid Short Term & Long Term Disability, Tuition Reimbursement, and a flexible hybrid work schedule (for office-based employees). Working at Mantis also brings tremendous professional development opportunities that allow you to make a real impact on both the company and your career!

Don’t meet every single requirement? Studies have shown that women and members of historically marginalized communities are less likely to apply to jobs unless they meet every single qualification. At Mantis we are dedicated to building a diverse, equitable, and inclusive workplace, so if this role has you excited but your past experience doesn’t align perfectly with every qualification we encourage you to still apply!

Note: Employees are held accountable for all duties of this job. This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position.

Mantis Innovation is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.