Project Coordinator

General Statement of JobPerforms a variety of complex and technical activities in support of the Projects Department by coordinating, managing, and monitoring capital improvement project activities and functions, as directed.

Assists the Assistant Director of Projects and/or Project Manager(s) with project delivery, organizational functions, maintaining project schedules, reviewing invoices, researching and maintaining project files, projecting financials, right-of-way acquisition, utility relocations, public involvement, coordinating with consultants, coordinating with other agencies, coordinating with other departments and the public, coordinating permits, day to day administration of the ProTrak system, provide training on ProTrak system usage and assist in identifying and scoping system upgrades and modifications.Essential FunctionsRegular and timely attendance at work.

Assists in the management of multiple complex capital projects under strict deadlines with limited direction.

Provides coordination and technical support for the Projects Department including researching, analyzing and preparing written reports on financial and schedule performance using Microsoft Excel, Project, Word, PowerPoint and Access.

Coordinates the necessary people, materials, capital and permit approvals to complete each project on-time and on-budget.

In conjunction with the Project Manager(s), assists in the development, preparation and routing of project budgets, cash flows, change orders, contracts, deeds, plans, and maps.

Completes and processes reimbursement documents for state, federal, or other agency funding.

Plans and prepares articles, reports, brochures, promotional, and education materials.

Gathers and compiles data; design and develop databases; makes recommendations for solutions; prepares narrative and statistical reports; and prepares visual aids including maps, tables, graphs, slide shows, exhibits, and similar materials to support projects and programs.

Provides assistance to the Assistant Director of Projects and/or Project Manager(s) on special projects, involving research, compiling information or data of a specialized nature, analysis, planning, and technical support.

Interacts with utility companies and other governmental agencies to obtain necessary permits and clearances to ensure regulatory compliance; coordinates relocations and coordinates utility installation projects.

Manages and maintains the department's Project Website as well as the departmental ProTrak system Develops internal processes and standard operating procedures.

Implements, maintains, and provides training on the Project Management software.

Manages project documentation and correspondence with contractors, engineers, utility companies and the public.

Manages responses to project inquiries from the public, other entities, and other departments.

Coordinates the bidding process with the Purchasing Manager.

Reviews construction specifications and plans prepared by consultants to verify that the City's standard specifications and details are properly included and that the design meets the project objectives and defined scope.Manages assigned, typically smaller, projects on site to verify that the work meets contract and project specifications and standards.

Monitors segments of large projects to see, together with a Project Manager or Construction Manager, that the work meets contract and project specifications and standards.

Typically in a supporting role, attends public, council and related meetings to assist in presentation of project information.

Administratively assists the Project Management staff with the development and input of performance measures.Provides follow-up action with contract engineers, consultants, and other governmental entities to ensure compliance with contract provisions.

Directs management and oversight of construction phase capital projects.

Attends design phase progress meetings and assists in performing 30/60/90% reviews.

Conducts substantial and final walkthroughs and compiles punch lists.

Generates RFIs, RFPs, change orders, and other contract-related documents.

Approves pay estimates and invoices.

Prepares for assists with document generation and attends project open houses, including exhibits and advance public communication.

Conducts field visits to check job progress and to assess site issues.

Manage, maintain and improve the department's project website and functionality.

Contributes to team effort by performing other related duties as assigned.

Education, Experience, and LicensesBachelor's degree from an accredited college or university in Construction Management, Construction Science, Engineering, Business, Public Administration, Planning, or closely related field, or an equivalent combination of education, training, with experience managing multiple projects.

Work experience in a fast paced project management environment highly desirable.

Intermediate skill level in the operation of Microsoft Office Suite and Microsoft Project, is required.

Experienced working with project management software or possesses the ability to perform

Full Time