Construction Coordinator

Department: RD&S

Employment Type: Full Time

Location: Fairless Hills, PA

Description

Key Responsibilities

• Full-time individual assisting the Director of Construction Services.
• Assist with scheduling and daily logs, ensuring accuracy and prompt updates, and modifying when necessary
• Responsible for managing vacation/time off schedule for the Construction Services Team
• Attend Manpower/PM/Safety/Construction meetings
• Creating any P.O.s needed for Construction Team
• Sort through paperwork from Construction Team, decide what can be discarded, and organize what needs to be kept in job files.
• Scan packing lists, mill testing reports, and pressure testing reports, & file.
• Assist Construction/PM/Service with rental equipment needs
• Assist Shipping and Receiving with bill of lading forms
• Assist with P.O.s for pipes, fittings, and welding supplies
• Assemble and Email job folders for Foremen 
• Assist with coordination between the Construction, PM, and Service departments

• General field assistance (contact personnel with schedule changes/meetings, assist with tech issues/questions, job-site addresses)
• Coordinate personnel traveling – booking flights, car rentals, hotels, etc.
• First line of contact for Foreman & Construction Personnel
• Keep Foreman, PM, and DOC up to date weekly with days remaining in their job
• Email job turn-in folders to the appropriate foreman
• Remind Forman of end-of-job site activities (such as making sure that all rental equipment is fueled up) 
• Be proactive in general with jobs and thinking ahead of what needs to be done
• Retain records of employee certifications for welding or any other relevant skill

• Review and approve subs invoices
  • Discuss any questions or issues with the Director of Construction Services
• Responsible for the administrative side of subs
  • Keep inventory of W-9s and have new subs complete them
  • Maintaining the schedule of COIs expiration dates
  • Maintain a list of available substitutes by location with their rates, contact information, skill sets, and certifications
  • Complete Subcontractor qualification and tool requirement form
• Creating and sending subs P.O.s with all information necessary
• Help implement the “Subcontractor contract for work” document

• Order equipment & schedule delivery of items needed from Sunbelt, Keen, Praxair, etc.
• When known rentals are completed, coordinate with the vendor for pick-up
• Reviewing the invoices on the items to confirm that there are no additional costs after pick-up date 
• Maintain inventory/schedule of where all equipment/bottles are

• Work with AP contact on any invoice discrepancies relating to Praxair, Keen, etc., charging incorrect rates based upon our agreement with them
• Reviewing statements to confirm we are active with all Construction vendors. Responsible for discussing issues with vendors in a timely manner to get them resolved
• Keep a schedule of costs agreed to with vendors and review invoices against it for discrepancies
• Shop around for prices and get quotes from different sources

• Institute job tracking in Spectrum (ERP), including tracking UHL equipment by job location to better align those costs with a job
• Pull time from Field Connect review time transferred into Spectrum
• Generate weekly time reports. Send to Director of Construction and Field personnel (Mondays)
• Approving hours of Construction Personnel upon manager’s review
• Review & approve credit card charges & expense reports; coordinate with manager to do this in a timely manner (Mondays)
• Create new vendor maintenance files 
  • Responsible for obtaining W-9s and necessary information

• Make arrangements for small deliveries to job sites
• Work with Fleet Mechanic on deliveries and tasks to be completed
• Coordinate between Service/Controls/Fleet Mechanic for pickups/deliveries (Compressor Rebuilds, Motors, Refrigerant, etc.)

• Daily Log entries of people on site (Field Connect) 
• Daily entry of work completed and should include descriptive information (Field Connect)
• Coordinate with PM’s/CC equipment/gas needs at the beginning/during jobs
• Assemble all gas bottles into one location and have CC schedule pick-up 
• Fuel all rental equipment and have CC schedule pick-up 

Skills, Knowledge and Expertise

• Ideally has some construction/contracting experience, but not required 
• High school diploma or equivalent.  
• 3-5 years of experience in a fast-paced customer support role, business to business strongly preferred.
• Has some safety background or knowledge
• Able to multi-task, prioritize, and work well under pressure. 
• Strong organizational skills. 
• Excellent written and oral communication skills.
• Self-motivated with a strong sense of urgency. 
• Strong desire to learn
• Experience with or ability to learn and work proficiently in Microsoft Outlook (email, calendar), Microsoft Teams, work order software, and additional business software as needed.
• Motivated, Organized, Personable, Resilient, Team Player

Benefits

• Healthcare (medical, dental, vision, prescription drugs)
• Health Reimbursement Arrangement (shared cost deductible)
• Flexible Spending Account
• Dependent Care Account
• Accident Insurance
• Life Insurance
• AD&D Insurance
• Short/Long Term Disability
• Employer matched 401(k) savings plan
• Paid vacation time
• Paid sick time
• Generous paid holiday schedule