Project Coordinator

Job Description

Job Description

At Lumin8 Transportation Technologies, we are focused on the full range of Smart Infrastructure Services for the transportation industry. We design, construct, install, integrate, operate, monitor, and maintain a wide variety of Transportation Infrastructure Assets/Technologies for our customers and our communities. We offer a comprehensive benefits package including Paid Time Off, Holiday Pay, Discretionary Bonus, Medical, Dental, Vision, Short/Long-Term Disability, Life Insurance and matching 401(k) plan. To learn more about us and see out opportunities, please visit our website at

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JOB TITLE: Project Coordinator

JOB CLASS: Hourly, Full Time

JOB HOURS: 40 Hour Week, Typically M-F 7:30 am to 4:30 pm with occasional overtime work in the evenings and/or weekends.

JOB DESCRIPTION:

The Project Coordinator will carry out various daily/weekly/monthly administrative services related to construction and/or maintenance projects and contracts for assigned facilities and regions. This may include special projects, events, and requests. Project Coordinators assist Project/Program Managers and Directors of Construction with organizing and controlling activities throughout the life cycle of the project or contract. This may include preconstruction hand off, job set up in ERP system and various other required platforms, submittals, material procurement and purchase orders, change orders, RFI’s, subcontractor agreements, equipment costing/tracking, customer invoicing, collections and project close procedures.

DUTIES and RESPONSIBILITIES:

• Serve as the main point of contact between project teams, general contractors, subcontractors, vendors, Corp Finance and Operations Team

• Responsible for setting up the project in Spectrum Viewpoint ERP software and maintaining the shared file with all critical documents.

• Track all projects through our ERP system and various platforms.
• Assist with procurement of materials, issuance of purchase orders, subcontracts, submittals, submittal tracking, change orders and progress reports.
• Track change orders from request through approval and billing. Utilize CO log.
• Track and log RFI’s as needed.
• Responsible for setting up and issuing purchase orders and coordination with suppliers and subcontractors along with tracking work performed and processing of payments.
• Facilitate and generate customer invoicing, which may include various methods such as, Progress, AIA, Time & Material invoicing.
• Maintain all necessary project documentation and files.
• Ensure and facilitate compliance for all administrative contractual obligations and terms and conditions, such as DBE reporting, Certified Payroll, lien waivers, and all other deliverables as required.
• Address customer and vendor concerns and feedback in a timely and professional manner.
• Report on project status, budgets, expenditures, forecasts and relevant metrics to Project/Program Managers, VPs and Finance Department for review.
• Support Project Manager and field personnel as necessary with field purchases, general questions, travel arrangements, etc.
• Assist local inventory manager with purchases, receiving and documentation
• Assist Fleet manager with purchases, coordination of vendors, vehicle inspections, etc. as necessary
• Ability to qualify with customer background checks and specialized customer software access.
• Support Project/Program managers with additional duties as needed.
• General office administrative coordination for building needs such as supplies, repairs, and administrative compliances.
• Performs various other duties as assigned.

EXPERIENCE, SKILLS and ABILITIES:

• A minimum of 5 years of experience in an administrative capacity overseeing and coordinating Projects or Maintenance contracts. A combination of both is preferred.
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Working knowledge of ERP software, project management/scheduling software is a plus.
• Working knowledge of project accounting controls.
• Ability to manage multiple projects and contracts simultaneously.
• Strong analytical, organizational and critical thinking skills.
• Knowledge of general accounting practices and principles.
• Ability to read, interpret and prepare documentation and reports.
• Effective communication of findings and metrics to facilitate productive discussions.
• Must be available to adjust working hours as necessary dictated by work volumes.
• Professional soft skills and effective communication skills is a must.

CERTIFICATIONS / LICENSES / SOFTWARE:

• ERP software (Preferably Viewpoint Spectrum)
• Proficiency in Microsoft Office software with heavy use of Excel and Outlook.
• Customer Invoicing experience is required.
• Familiarity with bid, scheduling and project management software is a plus
• Experience in purchasing, accounts payable, accounts receivable and payroll experience is a plus.

WORK ENVIRONMENT:

• Prolonged periods of sitting at a desk and working at a computer.
• Must be able to lift at least 30 pounds.

• Bachelor’s degree in related field preferred.
• At least five years of related experience required.

The following benefits are included on the 1st day of the month following your date of hire:

• Health, Dental, and Vision Insurance
• Basic Life Insurance & AD&D
• Health Care & Dependent Care Flexible Spending Account
• Short Term Disability – Long Term Disability
• Voluntary Accident Insurance – Voluntary Critical Illness Insurance
• 401(k) plan (with matching)
• Paid Vacation
• Paid Holidays

Lumin8 is proud to be an equal opportunity workplace. We are committed to equal employment opportunity regardless of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age (40 or older), disability or genetic information . LGBTQIA, Veterans, and women friendly!