PROJECT COORDINATOR

Description

Summary:   As a Project Coordinator, you will play a crucial role in ensuring the smooth execution of various projects. Working under the direct supervision of a senior Project Manager, you’ll be responsible for coordinating report creation, record management, communications, project activities, managing resources, and facilitating communication between team members and managers.

Responsibilities:

Coordinate Project Activities:

• Organize project schedules, resources, equipment, and information.
• Break down projects into manageable tasks and set realistic timeframes.
• Liaise with internal teams to identify and define project requirements, scope, and objectives during PM group meetings.
• Work as trusted advisor with customer, work with internal and external teams to deliver successful projects, travel to customer and/or partner locations as required, successfully complete customer mandated training.

Assist with Administrative Tasks:

• Create and manage project modules using NetSuite.
• Maintain comprehensive project documentation.
• Manage minutes from project meetings.
• Handle financial queries related to the project.
• Receive review, forward and track travel requests associated with the project. 
• Create PowerPoint presentations when needed

Resource Management:

• Schedule resources, including vendors and subcontractors.
• Ensure efficient resource allocation, especially during high-demand construction seasons.
• Liaison with project stakeholders on an ongoing basis. 
• Present reports defining project progress, problems, and solutions to senior management and other key stakeholders. 

Client Interaction:

• Greet and assist customers in person, over the phone, or via email.
• Answer, route, and manage incoming calls, faxes, and emails courteously and professionally.
• Assist with contacting customers as needed for payment collection procedures.

Change Order Requests:

• Receive and review change order requests.
• Track and forward these requests to the Program Manager or Project Manager for approval or denial.

Deadline Management:

• Work under pressure and meet deadlines in a positive and professional manner.
• Analyze risks and opportunities to ensure successful project completion.

Safety Coordination: 

• Acts as a role model and requires safe behaviors and practices. 
• Reports unsafe conditions or situations, asks for guidance to ensure safety, requests and requires safety training. 
• Puts safety first and foremost, always above financial goals or deadlines. 
• Immediately reports all on the job accidents and injuries. 
• Reports damage, an accident, maintenance needs, or repairs to safety rep on any company vehicle.  Practices and follows safe driving procedures as described and required in safe driver training. 
• Other duties as assigned.

Other Functions: Tasks that may or may not be performed by the person in this job. 

• Occasional travel, which may require overnight stays. 

• Coordinate, schedule, and attend customer, vendor and support personnel meetings. 

• Leave the office to purchase money orders with cash, go to post office, bank, etc.

• Filing or other duties may be assigned.

Qualifications

Education:

• A bachelor’s degree in a relevant field, such as business or finance, is commonly expected1. This educational background provides a solid foundation for understanding project management principles.

Work Experience:

• Minimum Experience: Most companies require at least 2 years of experience in project coordination, project management roles, or related fields2. This hands-on experience helps coordinators understand project dynamics, communication, and collaboration.

Preferred Experience:

• Must have experience using NetSuite.
• While the minimum requirement is around 2 years, having 3 or more years of experience is beneficial. This additional experience allows project coordinators to handle complex situations, anticipate challenges, and contribute effectively to project success.
• Technical Skills:
• Verbal and Written Communication: Excellent communication skills are essential. Project coordinators need to interact with team members, stakeholders, and clients. Clear and concise communication ensures smooth project flow.
• Computer Proficiency: Proficiency in using computers for various tasks is crucial. Familiarity with tools like Microsoft Word, Excel, and Outlook is often required.
• Teamwork: Project coordinators work closely with project managers, team members, and clients. They should be able to collaborate effectively within a team.
• Independence: While working collaboratively, project coordinators also need to function independently. They should be self-motivated, organized, and capable of managing their tasks.

• Ability to continually be organized, multitask, works under pressure / deadlines, in a positive and professional manner. 

Licenses, Certifications:  

Must have a valid state driver’s license and be insurable per an acceptable driving record.  Some higher education or vocational training, specializing in Project Administration is desired.  You must have or be able to obtain a Certified Associate in Project Management (CAPM) certificate.  In high security customer work areas, must pass a stringent government back ground checks.