Project Coordinator I

Full Time

Clerical

Ankeny, IA, US

Job Summary:

Position is responsible for performing various activities in support of project management for Dean Snyder Construction. Duties include: utilizing industry-specific software and/or Excel spreadsheets to set up new projects and related documentation including, but not limited to, commitment and contract tracking, job costs, subcontractor compliance, change order management, and bid invitations; sorting and coding vendor invoices; tracking project billing; preparing a variety of reports as needed; reconciling errors; compiling invoices and supporting documents. Position is cross trained with other related positions.

Supervisory Responsibilities:

None

Supporting Responsibilities:

Project Managers, Project Engineers & Finance

Duties/Responsibilities:

• Job Set Up in Software System; Issue project number, enter and/or import project estimates for cost tracking.

• Prepare project contracts; draft AIA or project specific documents using industry-specific software. Send contracts to subcontractors and material vendors and ensure the necessary documentation is returned, recorded, and tracked.

• As requested, perform credit checks on subcontractors prior to sending out contracts. Confirm bonding for subcontractors and the project, as necessary

• Establish and maintain all project documents electronically in designated folders on the shared server.

• Enter commitments and change orders and track back charges by job.

• Assist project managers in tracking subcontractor payments, review reports, and ensure expenses are allocated to proper phases. Assist in maintaining accurate customer account information in the software systems. Review regular bills and commitments and forward to Project Manager for approval prior to being sent to accounts payable.

• Review subcontractors pay applications by verifying payment histories, reviewing project management reports and ensuring established rules/procedures are followed.

• Prepare job cost reports detailing time and materials using specialized job costing software.

• Collect and track subcontractor documents; lien waivers, certificates of insurance and process subcontractor invoices.

• Regularly follow up with subcontractors and suppliers to ensure effective communication between all parties.

• At project completion; reconcile system reports with invoices and change orders to ensure complete and accurate billing and payment of committed costs.

• Reconcile retainage on completed commitment contracts.

• Work with team members to verify the end product, including reviews of related logs by project managers, accounts payable and accounts receivable.

• Learn and become proficient in use of the on-line project collaboration software. Effectively communicate with other project participants via this tool.

• Maintain the on-line bid software tool; keep vendor contact information current and accurate. Effectively use the available communication functions of the software.

• Be knowledgeable of sales tax laws in the project state to ensure vendors accurately bill taxes for the state in which the construction is performed.

• As required, maintain and record information for contractor statements on applicable projects and submit completed forms to the customer upon request.

• Provide customer service by responding in a timely and friendly manner to queries and requests from project managers related to project needs including, but not limited to; contacting potential subcontractors and material vendors for bids, maintaining various logs in project management such as RFI and Submittal tracking. Assist Project Managers in collecting quotes from various suppliers, applying for building permits, routing of blueprints and plans, mailings and gathering of additional information pertaining to projects.

• Provide clerical support including, but not limited to; correspondence, mailings, brochures, follow-up phone calls, database updating and filing.

• As required, coordinate connection and disconnection of job site utilities and phone service; arrange for dumpster service and temporary toilets at job sites; and calls to schedule locates.

• As required, Locate and arrange temporary housing for superintendent and crews when needed.

• Track and reconcile dumpster logs and portable toilets to invoices for accurate costing to the project.

• Track and compile daily logs for accurate equipment costing to the project.

• Request plans/spec books for projects; return upon project completion. Copy/scan and email plans/specs as requested.

• Help prepare for preconstruction and other meetings; including sending invitations, recording and typing meeting minutes.

• Collect, prepare and distribute contract closeout documents.

• Perform other duties as assigned to support the success of projects and organizational goals.

Required Skills/Abilities/Knowledge of:

• Proven experience as project coordinator or general accounting experience

• Adherence to laws and confidentiality guidelines

• Proficient in MS Office (especially Excel)

• Working knowledge of construction accounting software or ability to quickly learn/use software

• Excellent math ability

• High degree of attention to detail and trustworthiness.

• Ability to audit and reconcile documents.

• Ability to proofread and edit documents to ensure accuracy.

• Prioritizing and organizing daily work tasks.

• Indexing, alphabetizing, and organizing materials.

• Performing data entry to update and maintain databases.

• Excellent communication, interpersonal, intuitive, and critical thinking skills

• Ability to work well with limited supervision

• Possess a valid driver’s license and meet the company’s Motor Vehicle Records (MVR) standards.

Education/Experience:

• Three years of related billing or bookkeeping experience; or an equivalent combination of education and experience sufficient to successfully perform the essential duties such as those listed above.

Physical Requirements:

• Occasional physical activity such as balancing, stooping, kneeling, crouching, reaching, standing, walking, driving, fingering, grasping, talking, hearing, seeing, and performing repetitive motions.

• Work may involve exposure to a range of outdoor weather conditions, including varying temperatures, long hours, weekend, and holiday duties.

• Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated as light work.