Aptitude Senior Project Coordinator

Role Summary

The Senior Project Coordinator will provide 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 position will collect, process, input, organize and file data and documentation from various sources and stakeholders in order to support the administrative, documentation, data, reporting, compliance and communications needs of projects. All activities will be performed in support of the strategy, vision and values of JE Dunn.

Key Role Responsibilities – Core

• Utilizes the responsibility matrix (WorkSmart) to ensure alignment with ongoing business process improvement efforts, supporting the full project lifecycle.
• Collects, processes, inputs, organizes and files data and documentation from various sources and stakeholders in accordance with established business processes.
• Processes information within specific timeframes to maintain efficiency and timeliness.
• Provides timely and effective communication to internal and external stakeholders.
• Supports project management during the bidding process, including creating bid invitations, preparing specifications documents, addressing regulatory and compliance requirements, and tracking and following up on bid communications.
• Supports project management during the award process by issuing and/or preparing bond memos, setting up and fully executing subcontracts, and providing system access to dashboards.
• Organizes information into standard formats and reports in various systems (project dashboard, CMiC, electronic signature tools, etc.) and maintains documents per the established file structure.
• Coordinates submission of project documentation according to project requirements.
• Prepares routine correspondence (letters, emails, meeting notes, proposals) and reviews outgoing materials for conformance with best‑practice standards and formats.
• Creates and distributes potential change items (PCIs) and requests for information (RFIs), following up as needed on pricing efforts and change order distribution.
• Supports project deliverables by managing information on the project dashboard and electronically processing submittals, pay applications, bills of sale, compliance documentation, RFIs, and change documents.
• Tracks, monitors and collaborates with internal stakeholders to ensure necessary documentation (badging, certified payroll, diversity reporting, insurance certificates, bonds, lien waivers, affidavits, etc.) meets compliance requirements before releasing payments to subcontractors.
• May receive and direct incoming telephone calls and visitors, or provide additional administrative support to other functions as needed.
• Shares subject‑matter expertise to support teamwork and deliver results.
• Utilizes discretion and integrity with highly confidential and sensitive information.
• Demonstrates commitment to the highest standards of customer satisfaction by displaying courtesy, sensitivity and prompt response to customer needs, including managing difficult or emotional situations.
• Meets client commitments, recognizes service opportunities, and solicits feedback to improve quality and service.
• May support various administrative needs for the project team, such as arranging travel and managing expense reporting.

Key Role Responsibilities – Additional Core (Senior Project Coordinator)

• Supports job set‑up and updates the system as needed to reflect changes.
• Performs work tasks associated with the full project life cycle.
• Responds to business needs and requests from various stakeholders, often with limited information, and gathers necessary knowledge to complete tasks.
• Prepares advanced correspondence and non‑standard communications using independent thinking.
• Compiles and modifies potential change items (PCIs) with limited oversight.
• Processes advanced and/or unique reports based on knowledge of more advanced project systems and information.
• Assesses priorities and competing demands, adjusting allocation of time and resources to increase efficiency and effectiveness.
• Demonstrates a positive approach to adapting to change.
• Supports project, work‑program and corporate change initiatives.
• Functions as a subject‑matter expert on best practices and processes, sharing knowledge and expertise with team members.

Knowledge, Skills & Abilities

• Ability to perform work accurately, completely, and in a timely manner.
• Intermediate verbal and written communication skills.
• Intermediate proficiency in Microsoft Office.
• Intermediate organizational skills.
• Attention to detail to deliver quality work.
• 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.
• Knowledge of organizational structure and available resources.
• Ability to build relationships and collaborate within a team, internally and externally.

Education

• High School Diploma or GED (required).

Experience

• 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.
• Must be willing 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 aligned to this position is Professional Non‑Union. Click here for benefits details.