Aptitude Senior Project Coordinator

About the Role

The Senior Project Coordinator provides routine and some advanced administrative support to internal and external project management team members for a greater volume of projects and/or components of larger, more complex projects. This role collects, processes, inputs, organizes, and files data and documentation from various sources and stakeholders to support administrative, documentation, data, reporting, compliance, and communications needs of projects. All activities are performed in support of JE Dunn’s strategy, vision, and values.

Core Responsibilities

• Utilize the responsibility matrix (WorkSmart) to ensure alignment with ongoing business process improvement efforts throughout the full project lifecycle.
• Collect, process, input, organize, and file data and documentation from various sources and stakeholders as requested by the project management team in accordance with established business processes.
• Process information within specific timeframes to maintain efficiency and timeliness.
• Provide timely and effective communication to internal and external stakeholders.
• Support the bidding process by creating bid invitations, preparing specification documents, addressing regulatory and compliance requirements, and tracking bid communications.
• Support the award process by issuing/preparing bond memos, setting up and executing subcontracts, and providing system access to dashboards.
• Organize information into standard formats and reports in systems such as the project dashboard, CMiC, and electronic signature tools; maintain documents per established file structure.
• Coordinate submission of project documentation per project requirements.
• Prepare routine correspondence (letters, emails, meeting notes, proposals) and review outgoing materials for conformance with best practice standards and formats.
• Create and distribute potential change items (PCIs) and requests for information (RFIs); follow up on pricing efforts and change order distribution.
• Manage project deliverables by maintaining the project dashboard and electronically processing submittals, pay applications, bills of sale, compliance documentation, RFIs, and change documents.
• Track, monitor, and collaborate with internal stakeholders to ensure required documentation (badging, certified payroll, diversity reporting, insurance certificates, bonds, lien waivers, affidavits, etc.) meets compliance requirements before releasing payments to subcontractors.
• Receive and direct incoming telephone calls and visitors; provide additional administrative support to other functions as needed.
• Share subject‑matter expertise to support teamwork and deliver results.
• Handle highly confidential and sensitive information with discretion and integrity.
• Demonstrate commitment to customer satisfaction by responding promptly, managing difficult situations, and seeking service improvement opportunities.
• Assist with administrative needs such as arranging travel and managing expense reporting.

Additional Responsibilities (Senior Project Coordinator)

• Support job set‑up and update the system to reflect changes.
• Perform work tasks associated with the full project life cycle.
• Respond to business needs and stakeholder requests, often with limited information, by gathering necessary knowledge.
• Prepare advanced correspondence and non‑standard communications using independent judgment.
• Compile and modify potential change items (PCIs) with limited oversight.
• Process advanced or unique reports based on knowledge of advanced project systems and information.
• Assess priorities and competing demands, adjusting time and resource allocation to increase efficiency.
• Adapt positively to change and support project, work program, and corporate change initiatives.
• Act as a subject‑matter expert on best practices and processes, sharing knowledge with team members.

Knowledge, Skills & Abilities

• Accurate, complete, and timely work performance.
• Intermediate verbal and written communication skills.
• Intermediate proficiency in Microsoft Office.
• Intermediate organizational skills and attention to detail.
• Intermediate business acumen and critical‑thinking ability.
• Ability to learn and use a variety of software, tools, and systems.
• Intermediate knowledge of construction industry terminology and documents.
• Intermediate knowledge of administrative, office, and billing procedures.
• Intermediate proficiency in JE Dunn project management software.
• Understanding of organizational structure and available resources.
• Intermediate ability to build relationships and collaborate within internal and external teams.

Education & Experience

• High School Diploma or GED (required).
• 3+ years administrative or clerical support experience (required).
• 5+ years administrative or clerical support experience (preferred).
• 3+ years construction project support experience (preferred).

Working Environment

• Must be able to lift up to 10 pounds.
• May require periods of travel.
• Willingness to work non‑traditional hours to meet project needs.
• Normal office environment, but may be exposed to extreme conditions (hot or cold).
• Frequent activity: sitting, viewing computer screen.
• Occasional activity: standing, walking, bending, climbing, reaching above shoulder, pushing, pulling.

Benefits

The benefits package for this professional, non‑union position is detailed in the company benefits portal. Click here for benefits details.