Objective
The Project Coordinator is responsible for organizing and managing the administrative aspects of a construction project including scheduling tasks, tracking progress, maintaining documentation, facilitating communication between team members and ensuring projects are billed timely. The Project Coordinator works closely with assigned
Project Manager(s) to achieve project goals, and accurate and timely invoicing to maintain the company’s financial health.
The Project Coordinator upholds the company’s core values of integrity, service, leadership, empowerment, and innovation while demonstrating a dedicated and results-driven work ethic.
Essential Duties and Responsibilities
Project Coordination
Partner with the Project Management and Accounting teams to support administrative requests
Identify, collect and review documents related to contracts, Time and Material project set up, Progress Billing project set up, Subcontract project set up, AIA documentation, Lien Waivers, change orders, bonds, Certificates of Insurance and Customer billings
Ensure all required documentation is requested and received throughout the duration of project
Create job numbers when setting up contracts and projects and share with Project Manager
Enter/process change orders submitted by Project Manager(s)
Correspond regularly with assigned Project Manager(s) to confirm requests are completed, follow up on outstanding items, and to verify invoices prior to sending to external billing departments
Enter and maintain data in ERP system including: email correspondence, invoices, set up templates, change order requests and confirmations, contracts, required/legal documentation, notes, etc.
Update shared spreadsheets and files/folders with project documentation
Collect Subcontract/Vendor contracts, certifications of insurance and bonds prior to starting work on a project and maintain through the duration of the project
Complete daily, weekly and monthly scheduled tasks for assigned projects ensuring they are on track for budget and timeline
Review projects monthly and ensure cost projections and adjustments are up to date for WIP
Report project issues to Project Manager and/or Leader to ensure project success
Identify areas to improve process, documentation and communication
Recognize the need to earn profits on every job function
Ability to assist in other work-related areas as necessary
Accounts Receivable
Prepare and send invoices
Partner with external Customer billing departments to request and verify payment and obtain required documentation
Notify Customer billing departments via telephone or email on past due invoices or aging invoices
Work with internal Accounting team on various requests, as needed
Communication
Communicate professionally and throughout the process
Understand the project and communicate with all parties involved
Give full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times
Collaborate effectively with others to achieve shared objectives, contributing positively to a group dynamic
Provide support to various departments and team members on Project Coordinator, Accounts Receivable, process and ERP system questions
Process Improvement
Evaluate project coordination processes and revise procedures to improve workflow efficiency
Assist with the development of team members throughout their onboarding experience and as training needs arise
Ability to identify issues, analyze them logically, and recommend effective solutions to resolve challenges
Required Knowledge, Skills, and Abilities
Proficiency in specific software, tools and technologies relevant to the role (Microsoft Office products, ERP, etc.)
Ability to work daily and extended hours as necessary
Effective written and verbal communication skills, both professional and interpersonal
Ability to adapt to changing situations, new information and evolving priorities
Strong attention to detail, meticulously reviewing work to ensure accuracy and quality
Refined time management skills and the ability to multi-task
Basic knowledge of accounting processes
Advanced critical thinking and problem-solving skills, in addition to strong math and science skills
Qualifications and Education Requirements
High school diploma required, Associate degree preferred
Minimum of two years administrative assistant experience required
Previous Experience in Project Coordination preferred
AAP/EEO Statement
At Modern we understand that every employee is different in his or her own way. We support and thrive off those differences. We do not discriminate in employment on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, retaliation, military status, or other non-merit factors. Modern is a proud Equal Opportunity workplace and Affirmative Action employer.