SUMMARY
The Project Coordinator will assist Project Managers and Engineers in organizing ongoing projects. The Project Coordinator helps the project teams manage resources and information,
and assists with scheduling and planning meetings, and project activities. They will monitor project plans, schedules, work hours, budgets and expenditures, organizing and participating in meetings and ensuring project deadlines are met in a timely manner.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Coordinate a project schedule with milestones, due dates and estimates for materials that are required and people resources which will be submitted to management for approval
- Coordination on fee proposals and new projects including Deltek entry and reporting, invoicing and administrative functions related to projects
- Perform a variety of project administration duties, including gantt chart project scheduling, manpower resource loading, project tracking and project reports
- Assist in preparation of project plans and quality plans/checklists
- Organize the project and project files, and documentation to ensure projects operate smoothly
- Organize, attend, and participate in project meetings when required
- Preparing necessary presentation materials for meetings
- Take notes at meetings and prepare minutes
- Documenting and following up on important actions and decisions from meetings
- Help with the documentation of each phase of a project, as well as making summary reports that will be presented to the engineering and project management team
- Undertaking project tasks as required
- Ensure the engineering and project management team have the tools they need to execute a project
- Work with client and engineering staff to document and handle project issues as they arise and document solutions
- Coordinate with engineering and design staff to streamline and standardize project delivery
- Assist with quality control progress and milestone reviews, and project signoffs
- Ensuring project deadlines are met
- Assist with project closeout process, project archiving, and qualifications/ résumé updates
- Work with team to establish new clients and maintain existing relationships
- Interact with employees, clients, subcontractors, and vendors, etc.
- Assist with management of subconsultants and subcontractors
- Work with team members in the field or on-site who have project issues
- Keep up the moral of team members and build relationships with them to develop a strong working unit, supporting their impact on the success of a project
- Assist professional engineers companywide with state engineering registration and renewals
- Assist with professional organization membership and renewals
- Collection and deposit of checks from clients Providing administrative support as needed
COMPETENCIES
- Detail Oriented: Attention to detail is critical as the overseer of many different aspects of projects; thoroughness, accuracy and consistency are vital when accomplishing project tasks.
- Planning and Organization: Developing, implementing, and adjusting plans to reach goals, while ensuring the optimal use of resources.
- Results Management: Organize time, work, and resources to accomplish objectives in the most effective and efficient way.
- Dependable: The project manager is going to depend on the Project Coordinator to handle the minutiae of the project’s management and it is crucial that the Project Coordinator is dependable and can be relied on to uphold their responsibilities without having to be micromanaged.
- Good Communicator: The Project Coordinator is the bridge in connecting the project manager and engineer to various other project members. The Project Coordinator needs to understand the message and deliver it clearly to the target audience.
- Productive: The project demands productivity from its participants and the Project Coordinator is often the grease that keeps the wheels of the project turning. Efficiently keeping tasks and goals moving forward is vital for the Project Coordinator.
- Get Things Done: The ability to get things done for the project manager and the engineering manager is one of the biggest requirements for the Project Coordinator.
REQUIRED QUALIFICATIONS
- 5 years of relevant commercial MEP operations experience
- Demonstrated success in project delivery and execution of project management methods
- 5 years of customer service experience
- Proficiency using Microsoft Office (Word, Excel, Outlook, PowerPoint)
- Proficient in the use of databases and database reporting
PREFERRED QUALIFICATIONS
- Exposure to project management, either as a project manager or engineering operations administration
- Proficient in Deltek Ajera and Deltek CRM or Vantage Point
- Proficient in Deltek Ajera and CRM or Vantage Point
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is mainly required to work indoors in an office setting. Must be capable of occasionally climbing ladders and of traversing obstacles. Regularly required to type, file, or lift office supplies up to 20 pounds. The employee is frequently required to stand, talk, hear, walk, and sit. The employee is occasionally required to stoop, kneel, or crouch. The employee is occasionally required to visit construction sites, traverse uneven surfaces, and wear a hard hat. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while preforming job functions. The noise level in the work environment(s) is moderate due to the open nature of work environment and frequent interruptions by phone and in-person visits.
OTHER DUTIES
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.