Project Coordinator

Job Description

Position Objectives and Responsibilities

• Assist all PM’s and APM’s with necessary paperwork (purchase orders / RFIs / Change Order Request / Change Orders (to clients & subs) / check requests etc.)
• Maintain and process Submittal and RFI logs and follow up with Subcontractors, Owners, and Architects for outstanding submittals and RFI’s
• Verify subcontractor required documentation (Master Subcontractor Agreement, Certificates of Insurance)
• Process subcontractors / purchase orders and send out with all attachments and billing instructions
• Daily interaction / collaboration with VP, PX, PM, and / or APM to ensure all projects are running smoothly; discuss any issues or concerns that need to be addressed
• Assist PX, PM, and / or APM with follow up with Subcontractors, Owners, and Architects for any outstanding paperwork (Signed Subcontracts, Signed Change Orders, PO’s, COR’s, etc.)
• Assist Project Managers in maintaining project-specific spreadsheets and logs
• Attend meetings, via phone or on-site, with Project Manager and Field Superintendent to take notes and interact with client / team
• Monthly invoicing for projects and any required back up from Vericon and or all subcontractors (lien waivers, affidavits) Send draft invoice to client for review and approval before finalizing
• Provide and continuously update the Project Superintendent with Start Up binder for all new projects (project directory, local hospitals / clinics, scopes of work, approved submittals, answered RFIs, updated drawings, etc.)
• Assist estimating with making calls to subs for bids
• Maintain job specific network drive folders, including but not limited to emails, contracts, RFI’s, photos, daily reports, change orders, change order requests, etc.
• Assist and maintain Project Team calendar including scheduling meetings with clients, job meetings, site visits, etc.
• Assist with compiling meeting minutes on certain projects
• Assist with the Permitting Process (Fill out tech cards, file permit package / pickup approved permits from township)
• Order drawings for project super, PM, or APM
• Order materials, supplies, and equipment for projects when necessary
• Process safety documents for clients / project (varies from project to project)
• Provide back-up for the receptionist (answer phone overflow, provide lunchtime back-up, sign for packages, hand out mail, etc.)
• Prepare all required paperwork for PM to bring to project meetings (RFI logs, submittal logs, prior meeting minutes)
• Additional tasks as given by PM / APM as needed