Project Coordinator

The company distributes resources to enable the projects to run smoothly, while the projects in turn provide the income that sustains the company in order to compensate the employees, pay its own expenses, and show annual profit. The position of Project Coordinator with our client is central to maintaining an organized and efficient office critical to financing the projects and receiving the forecasted project income back to be used for operations.

Following are the minimum duties required of the Project Coordinator in order to maintain this efficient relationship between the main office and the individual projects:

Project Management

Maintain Project Team data for each project including:

Submittal logs and RFI logs

PCO and change order logs

Schedules and lookaheads

Progress photos

Daily reports

GMP budgets

Pay app pencil copies

POs, Modifications and Amendments

Safety Plans, Crane Plans, Outage Plans, Traffic Management Plans

Building Permits, Trade Permits, Public Space Permits

Inspections and Testing Results

Meeting minutes

Risk Logs

Contact Site Superintendents no less than weekly to track down missing field information or ensure they are uploading those items which are their responsibility

Track permit expiration dates and take steps to renew as needed

Track weekly OAC and subcontractor meetings and attend as necessary

Compile project closeout binders and prepare transmittals for delivery to the client

Prepare lien releases and send to subs and clients and track any missing releases

Job Costing

Receive and maintain all subcontractor and supplier invoices

Assign each cost to a specific project – request information from PMs as needed to accurately allocate costs

For invoices covering more than one project, itemize on a pro rata basis to multiple projects. Examples are:

Dumpsters

Site toilets

Rental equipment

Home Depot

Courier

Blueprints/copying

Maintain a log of office credit card charges and reconcile monthly upon receipt of the company credit card bill

Allocate credit card charges to specific jobs or to general office as appropriate

Forward general office invoices to upper management.

Review project budgets uploaded by PMs to ensure all pay apps have an associated cost breakdown – request missing or incomplete breakdowns from the project’s PM

Match invoices received to the proper pay app breakdown – discuss busts with the PM

Contact the sub or supplier to adjust the billing if necessary after discussing with the PM

Receive monthly Job Costing Reports from Matt and compare to the project budgets to ensure all costs are captured on the budgets and the JC Report

DOES/LSDBE/First Source requirements

Set up LCP Tracker for projects subject to such requirements

Confirm subcontractors subject to the requirements are set up as well

Maintain current reporting as required by law and ensure subs are doing the same

Notify the PM and Kolar in the event of any non-compliance

For new projects, review the Solicitation and Award documents and create/maintain a file of all required reporting on Project Team

Track FSA obligations and compliance

Inform DOES of new hires and project start/end dates as appropriate

Bidding

Working with internal stakeholders to contact prospective bidders to confirm their interest in the specific project

Monitor Solicitation websites to watch for upcoming opportunities

Track prospective opportunities for discussion about whether to bid

Maintain bidders’ list, organized by Division

Update the bidders’ list monthly to add/delete subs or update contact info

Assist writing scope descriptions for bid packages

Compile bid packages and send to prospective bidders with requirements for bidding, due date, etc.

Follow up with bidders to ensure they will provide bids

Receive RFIs form bidders and submit to the Client as provided in the Solicitation

Watch for Addenda to Solicitations which may include changes in scope or bid date

Distribute the Addenda to bidders with instructions as necessary

Receive RFI answers from the Client and distribute to all bidders

Maintain/update bid documents for each Solicitation on Sharepoint so they can be accessed centrally at any time

Maintain a master set of all plans and specs and update with revisions to keep them current

Receive bids as they arrive and create bid matrices organized by Division to allow analysis of bids

Track bid results for year end review and lessons learned

Assist with obtaining Clean Hands Certificates or other documents needed for bids

Work with Katie to identify appropriate clients to send Project Evaluation forms for bids

General office duties

Monitor inventory of supplies and replenish as needed, including postage meter balance

Schedule equipment repairs with vendors as needed

Maintain Iron Mountain file list, and send or retrieve boxes to/from Iron Mountain as required

Retrieve mail daily and distribute to office employees

Invoices received in the mail to be handled as described in Project Management section

Assist in data migration from Sharepoint to Project Team