Construction Materials Services Group Coordinator

About the Role

The Construction Materials Services (CMS) Group Coordinator supports the entire CMS Group by managing various operational tasks. This role involves managing resources, standardizing processes, and supporting group-wide initiatives and activities. The CMS Group Coordinator ensures smooth operations within the CMS Group and helps maintain consistency and efficiency across different teams and offices.

Responsibilities

• Centralized Equipment, Training and Certification, and Supplies Management:
  • Creates and manages centralized equipment and supplies inventory for the CMS group.
  • Negotiates discounted rates with vendors and manages/tracks purchases.
  • Tracks and manages equipment for the group in all office locations.
• Standardizing Processes:
  • Collaborates with the Administrative Services team to standardize, implement, and maintain CMS operational processes across the group, including project registry, trip tickets, reports, timesheets, preliminary invoice review, client invoicing guidelines, AR follow-up/tracking, and contract administration.
  • Provides training and support on new and updated procedures.
• Document Control:
  • Assists with the standardization, organization, and maintenance of CMS contracts, references, guides, SOPs, and templates, ensuring documents are current, appropriately categorized, and readily accessible to staff.
  • Serves as an administrative controller of CMS reporting software and a "Super User" focused on leveraging the system to its fullest.
  • Responsible for weekly QA/QC auditing of billing units.
  • Coordinates the Regional Training Leader (RTL) program, including minutes, document creation, and follow-up.
• Group-Focused Activities Support:
  • Coordinates and attends seasonal office visits (including 2-3 weeks of out-of-town travel, three times per year), annual strategic and business planning activities, Summit meetings, etc., with CMS Leadership.
  • Facilitates, prepares, and coordinates meetings, documenting initiatives and operational activities for the group using Microsoft Planner or similar productivity software.
  • Supports change management by bridging communication and coordination with SME’s Corporate Services Teams (admin, marketing, accounting, etc.).
  • Advocates for those groups by identifying challenges/hurdles imposed by new ideas/processes/technologies and helps stakeholders find mutually beneficial solutions.
• Leadership Support:
  • Coordinates CMS Leadership (including the Business Unit Leader, Group Leader, Chief Engineer, and Assistant Group Leaders) calendars, meetings, travel, and scheduling priorities.
  • Prepares meeting agendas, presentations, reports, meeting minutes, follow-up communications, and action item tracking to ensure leadership initiatives and commitments are executed effectively.
  • Assists leadership with drafting, proofreading, and coordinating internal and external communications, presentations, business planning materials, and special projects.
  • Coordinates and tracks leadership action items, deadlines, strategic initiatives, and operational priorities while maintaining confidentiality and professionalism with sensitive business information.
• Recruiting and Staffing Support:
  • Coordinates, tracks, and manages recruiting and staffing efforts for the CMS group.
• Cross-Office Management:
  • Serves as a liaison between the group and RSO/Safety for Nuclear Density Gauge needs.
  • Tracks and manages the Technical Skills Assessment process in coordination with the CMS Chief Engineer and RTLs.
  • Coordinates and supports HR with HRIS certification updates.
• Project Coordination:
  • Coordinates and monitors compliance with master agreements and most-recent negotiated contracts (e.g., ITC, Consumers Energy, U of M) across all office locations and CMS Project Managers (PMs).
  • Tracks and ensures application of fee escalators on multi-year projects.
  • Supports CMS PMs by completing project kick-off tasks, including filling out registry forms, drafting letters and cost templates, reviewing client proposal requests, and verifying appropriate project setup with respect to financial requirements (I9 forms, portals, check run dates, etc.).
  • Attends pre-proposal and progress meetings.
  • Prepares subcontractor contracts and task orders, tracks report status, and arranges equipment/vehicles for field teams.
  • Reviews and refines reports, provides feedback, and completes periodic audits of project closeout activities.
  • Takes meeting notes, ensures deadlines are met, and responds to emails, texts, and calls promptly.
• Client Communication and Support:
  • Drafts and proofreads email responses, communications, and client feedback items.
  • Coordinates communication between PMs, engineers, field teams, administrative staff, and clients.
  • Helps clients solve problems related to invoices and payments.
  • Tracks overall report delivery progress/regression by group and office.
  • Tracks Clearly Rated survey positive and negative responses for trends and compiles service improvement recommendations.
  • Tracks client development activities across the CMS Group.

Requirements

• A minimum of 5 years of previous administrative work in a construction or AEC consulting environment, or 3 years of project coordination or project management experience, or a bachelor’s degree in business administration, construction management, or a similar related field and one year of coordination or project management experience.
• Basic understanding of how the construction project process works.
• Willing and able to travel overnight approximately 15% of the time, including participation in seasonal office visits across SME's CMS operating region, strategic planning meetings, training events, and other business needs.
• Ability to solve complicated problems and apply project management methodologies.
• Skilled in dealing with tight deadlines and ability to work independently and prioritize efforts based on deadlines (projecting long-lead and short-lead times for the project team and taking ownership to ensure deadlines aren’t missed).
• Demonstrated experience and skill in planning, organizing, preparation, and project execution capabilities.
• Demonstrated ability to execute and successfully achieve objectives in a dynamic, fast-paced environment.
• Excellent interpersonal and teamwork skills, responsiveness, and follow-through abilities.
• Professional oral and written communication skills, with the ability to present information in a clear, concise way.
• Advanced proficiency in Microsoft Office (Word, Excel, Outlook, Planner, Teams, etc.).
• Ability to learn and independently utilize various client-based File Transfer Protocol (FTP) sites such as Procore, Building Connected, Autodesk, Bluebeam, etc.
• Alignment with SME's Core Values: Honesty and Integrity, Respect, Selfless Service, Teamwork, Practical Solutions.

Benefits

• Medical, Dental, and Vision coverage starting after 30 days of employment (SME covers the premium cost of medical insurance).
• 401k match.
• Yearly profit sharing that goes directly into your 401k.
• Yearly performance bonuses.
• Yearly wage evaluations.
• Flexible Spending Account.
• Tuition Reimbursement.
• Competitive Paid Time Off.
• Volunteer Time Off.