Project Coordinator

Authority, Scope and Basic Function

The Project Coordinator is responsible for coordinating a comprehensive risk management and compliance program. The incumbent will ensure the Company follows all insurance and bonding requirements set forth in contracts, organize, review, and expedite documents, communicate with clients and vendors, generate reports, track documents, and manage associated files.

Essential Duties and Principal Responsibilities

Microsoft Dynamics (D365) should be always utilized and maintained current to ensure consistency and transparency of documentation for project tracking and financial reporting purposes.

Use D365 and Levelset (formerly ZLien) to ensure furnishing and tracking dates are input property to preserve Project lien rights as necessary.

Issue project liens as required.

Notify CFO of project/client alerts to minimize project risk from preconstruction phase through completion.

Update the weekly contract management report to ensure timely completion of project contracts and provide feedback to CFO and execution team

Assist the CFO in overseeing and maintaining Novum’s US corporate insurance program including the annual renewal for all insurance coverage and lines (GL, WC, Property, Professional Liability, etc.)

Request and coordinate timely issuance of Novum Certificates of Insurance (COI’s).

Coordinate all insurance requests through Novum’s insurance broker and maintain relationship.

Assist the CFO in managing Novum’s US bonding relationship, analyze bond pricing, and provide feedback to Preconstruction regarding changes in project bonding requirements.

Review bond requirements for Novum bids, as requested from Novum’s estimating department and obtain necessary bid bonds or surety letters.

Review bond requirements for Novum contracts after contract execution and obtain as necessary.

Manage all Contractor and Business licenses, including cancellation/expiration of unneeded licenses and issuance of any new licenses needed for new projects.

Coordinate individual qualifier requirements for Novum employees and adjust as necessary during the license period.

Monitor incident/accident reports and claim submissions (Warranty, auto, GL, etc.). Liase with legal, insurance, etc. as requested or required.

Formulate Novum and Enclosures Maintenance and Inspection (EMI) subcontracts for issuance and review contract scope with Lead Project Manager, Project Manager and/or Assistant Project Manager, and Manager of Field Services

Issue Master Subcontract Agreements with installers and clients, when appropriate, based upon project size, duration, and relationship between Novum and installer for NUS and NFM.

Prepare checklists for use with general and project specific prequalification of subcontractors and vendors.

Assists in the prequalification of subcontractors based on prequalification packages submitted. When necessary, performs reference checks, reviews financials and Dun + Bradstreet report (if available) with CFO, and requests any other documentation deemed necessary. The decision to accept or reject a subcontractor to be made in coordination with the Director of Project Management, CFO and Manager of Field Services.

Assist Project Management in monitoring and assessing ongoing abilities of subcontractors for financial stability and other required standards. Decision to accept or reject a subcontractor to be made in coordination with Director of Project Management or CEO, CFO and Manager of Field Services

Obtain insurance certificates in a timely manner for subcontractors and vendors. Monitor certificates to ensure all are up to date and in compliance with client and Novum contract documents.

Assist with Novum’s international insurance coverage and renewals as needed.

Review and analyze terms and conditions associated with OCIP’s and CCIP’s. Function as liaison between all participants, including Novum’s subcontractors.

Update and maintain OCIP and CCIP spreadsheet log and D365 to manage subcontractor payments

Review, analyze, and compare certified payrolls of project site employees to ensure contractors follow the current prevailing wages

Review of parent company guarantees for Novum foreign entities.

Maintain knowledge of trends in construction insurance industry, including thorough working knowledge of insurance products, coverage, and pricing.

Prepare all project closeout documentation, including but not limited to, O&M manuals, warranties, project-specific guarantees, etc.

Help to maintain Novum’s ISO 9001 certification by performing and documenting internal audit procedures. Compile results and send to ISO director as required.

Perform other assignments as directed.

Equal Opportunity Employer, including Veterans and Individuals with Disabilities