Project Coordinator

Job Description

General Description:

Primarily responsible to assist Project Managers with all administrative tasks involved in setting up and managing construction projects. Demonstrates a positive, professional, and client-oriented attitude. Ability to work in an organized efficient manner with a high level of accuracy, attention to detail and follow through. Self-motivated and able to work efficiently with minimal oversight. Strong multi-tasking skills and the ability to set priorities. Effectively manage competing demands, delays and unexpected events.

Responsibilities:

• Provides administrative support to the construction project team, consisting of Project Managers and Site Superintendents, as well as works closely with the Accounting Department.
• Builds relationships and communicates via telephone and email with all individuals associated with each project, including clients, subcontractors, trade partners, vendors, and other construction professionals.
• Manages and organizes all aspects of the construction project administration.
• Completes Job Start Up Worksheet for new projects.
• Sets up project files on the server, sets up job in Procore and if required, maintains project files for the Project Manager.
• Assists the Project Manager with maintaining Contract Documents, Subcontract Agreements and Change Orders (both owner and subcontractor), prepares Subcontract Exhibits with guidance from Project Manager. Copies Accounting on all Subcontract Agreements so information can be input into the Timberline accounting system.
• Assists the Project Manager with procurement of construction materials or specialty items. Makes sure Accounting is copied on all purchase orders and provided with receipts.
• Obtains project-specific insurance certificates for our clients from our insurance vendor, Cavignac & Associates. Sends specific insurance requirements to Cavignac. Once insurance certificates are received, files in appropriate folder on the server and sends to client.
• Monitors subcontractor insurance, ensuring that all Nautilus’ contractual and internal requirements are met. Once insurance certificates have been received, saves in Procore and sends copy to the accounting department to be saved in vendor compliance file on server. Follows up on all expiring insurance certificates, ensuring that we have adequate insurance until project is complete and subcontractor has been paid in full.
• Verifies with Accounting that we have current copies of all subcontractor W9’s and state contractor’s license. Obtains new updated copies, as necessary.
• Keeps track of all supplier Preliminary Lien Notices. Collects monthly conditional or unconditional lien releases from all suppliers who filed Preliminary Notices. Once received, forwards to the accounting department.
• Attends jobsite meetings and prepares meeting minutes for the Project Manager. Updates meeting minutes in Procore and distributes to stakeholders.
• For projects without a Homeowner Liaison assigned to it, handles all upcoming notices and communications with residents (see Homeowner Liaison Job Description).
• Assists with preparing monthly invoices to be sent to client. Depending on the type of project, this may include collecting subcontractor invoices, including schedule of values for each subcontractor providing labor on the project, and preparing time and material invoices with complete backup of timesheets and material receipts.
• Keeps hard copies of approved material and subcontractor invoices to use as invoice backup to client.
• Assists Project Manager with other aspects of maintaining project files, including filing and/or monitoring of daily reports, submittals, RFI’s, photo’s, budgets, etc.
• Assists Project Manager with project close-out packages to be submitted to clients at project completion. These packages may vary, but should generally contain Nautilus and subcontractor warranties, operation and maintenance manuals, approved submittals, as-built drawings, and final lien releases from all subcontractors and suppliers.
  
  

Work Conditions/Requirements

• Indoor office environment, primarily working on computer and telephone.
• Occasionally project will require travel to job sites.
• Work at a fast pace with frequent, unscheduled interruptions.
• Ability to work with many different personality types while remaining calm under pressure.
• Must be organized.
  
  

Position Type

• Full-time position, Monday through Friday. Responsibilities may require an adjusted work schedule and/or evening and weekend work may be required as job duties demand.
  
  

Physical Demands

• Mobility within the office and ability to navigate around active construction project sites.
• Work using computer and phone.
  
  

Travel

• Occasional travel via car to visit project work sites in local geographic location.