Project Coordinator

Summary

The Project Coordinator (PC) role at TCI is a critical role to the successful execution of our project and corporate endeavors. They will lead, plan, organize and control all resources for the successful execution of a project for all parties involved. The role in its truest sense is designed to serve as the "center hub" of Project Teams, where the PC is the center of all information flowing in and out for projects and the company. The ability to lead a team in the construction of projects, providing proven processes that ensure agreed expectations are met related to safety, quality, schedule and financial control that leads to proven outcomes for customers is critical for success. The ideal PC is detail oriented and supports our construction projects from inception to completion. This role involves collaborating with project managers, project engineers, clients and subcontractors to ensure timely and successful project delivery. The candidate in this role must bring strong organizational skills and attention to detail to help streamline processes and facilitate effective communication among all stakeholders. This role requires strong, positive communication in every interaction. The impact this position has on the organization and the success of its operations cannot be over-stated. The ideal candidate in this position will actively manage communications and activities to prioritize and direct activity with our Clients, Subcontractors and our Project Teams. The PC will report to the Project Manager, with a close relationship to the Contract Manager and significant duties interacting with the Finance group.

Key Responsibilities

• Full care and custody of multiple projects from pre-construction/set up to operations/conclusion
• Assist project managers in project planning and scheduling, execution of projects ensuring adherence to timelines
• Maintain project documentation, including contracts, plans, schedules, and reports
• Coordinate communication between team members, clients, and subcontractors
• Monitor project progress and provide regular updates to the project manager
• Maintain project documentation, including contracts, reports, and meeting minutes
• Assist in budget tracking, invoice processing and resource allocation
• Identify and resolve project issues promptly
• Ensure all assigned personnel are coordinating their activities with other project participants to meet company deadlines and standards

Goals and Deliverables

• Maintain high-quality standards in project execution
• Foster effective communication and collaboration among all project participants
• Ability to set up weekly and monthly cadence for projects from inception to completion
• Control all AR/AP for projects from inception to completion

Qualifications

• 2+ years of experience in project coordination or related roles preferably in the construction industry
• Strong organizational and multitasking skills
• Proficiency in project management software, Procore preferred
• Proficiency in accounting software, Foundation preferred
• Excellent communication and interpersonal skills
• Ability to work in a team environment
• Results oriented with the ability to complete tasks in a deadline driven environment

Skills and Competencies

• Heavy Civil and/or Water/Wastewater Construction Project Management experience on multiple, mid-to-large scale construction projects
• Creative problem solver and innovative solution provider
• Effective Team Leader that can work strategically with all levels of the organization
• Technical Proficiency in Procore and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong Communication skills (written and verbal), approachable, and active listening
• Strong skills for organization, planning and completing multiple ongoing projects
• Collaborative and team oriented with the ability to work cross functionally with other departments
• Ability to multitask and prioritize daily responsibilities effectively
• Attention to detail, ensuring accuracy in all project components
• Ability to work independently and take initiative
• Detail oriented

Bidding/Preconstruction

• Assist Estimating Department with soliciting bids from Subs and Vendors
• Proofread and Edit Scopes of Purchase Orders/Subcontracts (adding any Project Specific Terms)
• Create and Distribute Purchase Orders and Subcontracts in Procore (Including Insurance and any Required Project Specific Documents)
• Follow up on Signed Purchase Orders and Subcontract Documents
• Obtain Tax Exempt Cert from Owner and Distribute ST‐105 to Subs and Vendors

Job Set Up

• Assist Estimating with Contract Documents, Insurance and Bonds if needed
• Obtain Bid Book Copy from Estimating, scan and make additional copies if needed
• Complete Job Set Up Sheet and obtain a Job Number from Accounting
• Complete Job Set Up in Procore (Enter project specific details from Contract, DIV 01, Upload Drawings and Specifications)
• Create Submittal Log (Reviewed by Project Manager and Area Manager)
• Post Addenda to Drawings and Specification if required
• Assist Team with Pre‐Planning preparations
• Union Letters of Assignment (Coordinate with Project Manager and General Superintendent)
• Job Trailer Set Up (Obtain appropriate Labor/Safety posters, Furniture, and Utilities)
• Create Commissioning Binder
• Attend Pre‐Construction Meeting
• Licensing and Permits

RFIs & Submittals

• Assign Submittals to Subcontractors and Vendor
• Follow up on Late Submittals
• Assist in Internal Reviews of Submittals
• AIS Submittal Compliance if Required
• Route Submittals in Procore (New Forma, eComm, etc.)
• Coordinate with Project Manager regarding Distribution of Submittals and Release of Materials
• Track RFI Routing
• Enter Responses in Procore from New Forma, eComm, etc.

Subcontractor, Vendor, Material Coordination

• Certified Payroll if Required (TCI and Subs)
• Create Commitment Change Orders in Procore and Distribute
• Track and /or Expedite Material Orders
• Schedule Deliveries with Vendors and Freight Companies
• Assist with Delivered Material Tracking

Accounts Payable

• Complete Quick Pay Request Form and/or XBE Tracking Form
• Receive Packing Slips and Field Paperwork
• Cost Code Invoices in Document Imaging and route to PM
• Create and Maintain "Pink Sheet"
• Obtain Sub/Vendor Partial/Final Lien Waivers
• Track Back Charges and Stored Material Invoice
• Prepare Sub/Vendor Retainage Releases
• Sub/Vendor Payment Inquiries
• Lowes Reconciliation

Accounts Receivable

• Set up Escrow agreement with Owner and Bank if allowed
• Upload or Enter Approved SOV in Foundation
• Roll Over and Distribute Pencil Pay Apps to PMs
• Enter reviewed and approved Pay Apps in Foundation
• Submit Approved Pay App with required back up to Owner/Engineer
• Follow up with Owner/Engineer or Funding Agency regarding payment

Job Close Out

• Enter and Update Punch list in Procore
• Prepare substantial completion and final completion documents
• Organize and Manage the As-Built process with the Project Team; Distribute As‐Builts
• Obtain and Submit Final Copies of O&M
• Prepare and Submit Final and Retainage Pay Apps with back up including Escrow Release
• Request Maintenance Bond and Consent of Surety
• Cancel Jobsite Utilities

General Operations Duties

• Attend Team Meetings
• Attend Progress Meetings
• Update Drawing Log
• Post Recaps
• New hire paperwork and orientation with big hire/layoff as needed

Work Environment

• Full-time position (40 hours per week), with occasional overtime depending on project deadlines
• Office-based with occasional site visits to construction projects to capture imagery or support events
• Ability to sit at a desk and use a computer for extended periods
• Occasional travel to construction sites or promotional events
• Ability to lift up to 20 lbs for promotional materials and event coordination tasks