PROJECT COORDINATOR – CORE

• Actively participates in all aspects of the project-specific safety plan and culture.
• Collects, processes, inputs, organizes and files data and documentation from various sources and stakeholders as requested by project management team and/or as warranted by established business processes, in order to support the administrative, documentation, data, reporting, compliance and communications needs of projects.
• Processes information within specific timeframes in order to maintain efficiency and timeliness of documentation, submissions, communications and reporting.
• Organizes information into standard formats and reports in various systems and locations such as the project website, CMiC, etc.
• Coordinates electronic submission of project documentation. Prepares routine correspondence (such as letters, memos, meeting notes and proposals) and reviews outgoing materials for conformance with best practice standards and formats.
• Supports project management during the bidding process, with deliverables such as creating bid invitations, preparing specifications documents, addressing regulatory and compliance requirements and creating, tracking and following up on bid communications.
• Supports project management during the award process, with deliverables such as issuing bond memos, setting up subcontractors in project management systems, granting system and website access to stakeholders, preparing and organizing various components of the contracts and processing final contract documentation.
• Supports project management with project deliverables, such as managing information on the project website and electronically processing various documents (such as submittals, pay applications, bills of sale, compliance documentation, requests for information and change documents).
• Tracks and monitors and/or collaborates with project accounting to ensure necessary documentation (such as insurance certifications, bonds, lien waivers, affidavits, etc.) meets compliance requirements before releasing checks to contractors.
• Contributes to effective, accurate, organized and timely access to information and communications by all stakeholders throughout the project. Key deliverables include creating and updating contact information and distribution lists, creating agendas and meeting notes, collecting and recording various project and compliance documents (such as insurance certificates, certified payrolls, affidavits, performance and payment bonds, etc.) and generating various reports, memos and letters.

• Processes and distributes incoming communications (e.g., mail, email, fax) in a timely manner and responds to routine requests that do not require the supervisor’s attention.
• Provides timely and effective communication via e-mail, telephone, etc. to internal staff and external customers and subcontractors.
• Receives and directs incoming telephone calls and visitors.
• Provides switchboard relief and/or additional administrative support to other functions to help meet business and staffing needs.
• Demonstrates a positive and professional attitude, maintaining composure under pressure.
• Shares subject matter expertise in order to support teamwork and deliver results.
• Demonstrates willingness and ability to work collaboratively and cross-functionally to obtain information or solve problems in support of the team’s goals.
• Exercises discretion and integrity with highly confidential and sensitive information.

PROJECT ADMINISTRATOR

In addition, this position will be responsible for the following:

• Responds to business needs and requests from various stakeholders, often with limited information. Takes steps to gather knowledge and information necessary to complete non-routine and more complex tasks.
• Prepares advanced technical and non-technical correspondence such as changes in product requirements and non-standard communications, using a significant degree of independent thinking and ad hoc writing skills.
• Creates advanced and/or custom reports as needed, using business acumen and a deeper knowledge of more advanced project systems and information.
• Adapts to change, constantly assessing priorities and competing demands and adjusts allocation of time and resources to increase efficiency and effectiveness in a highly dynamic and fast-paced work environment.
• Processes a higher volume of more complex requests to support project needs.
• May lead and/or co-facilitate training for project teams and help to develop training plans and materials.
• May have direct oversight of one or more project coordinators to ensure consistent business processes and business needs are met in a timely manner.
• Adheres to, models and communicates information about best practices and changes to support an environment of quality and continuous improvement amongst team members.
• Identifies and recommends opportunities for process improvement in order to promote productivity and quality outcomes.
• Provides informal and formal leadership, including mentoring and training, among team members and peers.
• Supports various administrative needs for the project team as needed, such as arranging team member travel, managing expense reporting and input and submission of payment applications.
• Assesses priorities and competing demands and adjusts allocation of time and resources to increase efficiency and effectiveness.
• Demonstrates positive approaches to adapting to change. Supports project, work program and corporate change initiatives.
• Collaborates with and provides support to teams, serving as a back-up when warranted by business needs.
• Exercises discretion and integrity with highly confidential and sensitive information.

• Ability to perform work accurately and completely, and in a timely manner.
• Communication skills, verbal and written (Intermediate).
• Proficiency in MS Office (Advanced).
• Organizational skills (Intermediate).
• Ability to deliver quality through attention to detail (Intermediate).
• Ability to learn and use a variety of software, tools and systems necessary to meet business needs (Advanced).
• Knowledge of construction industry terminology and documents (Intermediate).
• Knowledge of administrative, office and general accounting procedures and standards (Intermediate).
• Ability to conduct effective presentations (Intermediate).
• Ability to provide informal and formal leadership, including mentoring and training, among team members and peers.
• Proficiency in project management and accounting software, such as CMiC (Advanced).
• Knowledge of organizational structure and available resources (Intermediate).
• Ability to quickly and effectively solve complex problems (Intermediate).
• Ability to build relationships and collaborate within a team, internally and externally.

• High School Diploma or GED (Required).

• 5 years administrative support experience (Required).
• 0-2 years people management experience (Preferred).