Project Coordinator

Key Responsibilities

• Call customers for purposes of communicating or coordinating project schedules, and/or respond to general inquiries in a timely manner.
• Assist with Vendor Setup ensuring vendor has provided correct documentation.
• Answer phone calls from customers, answer questions, or direct to appropriate staff when necessary.
• Generate Work Orders and Change Orders upon request, forward to customer for signature, and coordinate dispatch of crews accordingly.
• Maintain daily schedules for crews and other project members, and assist in establishing schedules for increased efficiencies.
• Prepare required state, federal, and / or waste management paperwork for all Asbestos Projects, where applicable.
• Update Invoice Tracking spreadsheet and ensure delivery of Payment Request to management.
• Organize weekly, bi-weekly, monthly meetings in accordance with company policy, including but not limited to: safety meetings, in-office meetings, production meetings, etc.
• Work with Call Center regarding new job information.
• Create and maintain job files ensuring all job pertinent reports and documents, including budget worksheets, invoices, Project Reports and BOS are properly filed.
• Document daily updates on industry specific programs for all open jobs. Enter information from Tick Sheets completed by the Technicians and Project Managers into industry specific programs (Moisture Mapper, Xactanalysis, and Mica reports).

Branch Office Support

• Distribute and send all US mail and interoffice mail (courier service) for the Branch.
• Monitor visitor access when required, ensuring all protocols (safety/corporate) are followed.
• Ensure all local, state, and federal postings as directed by HR and Safety are properly displayed.
• Organize timecards by division and review for errors. Where applicable enter hazard pay data and/or verify construction labor; submit to Payroll.
• Communicate with and assist Payroll and Human Resources with payroll and employee issues.
• Keep adequate levels of office supply inventory, RMC apparel, and order when necessary.
• Provide administrative support to: Branch Manager, Project Supervisor, Project Managers, Operations Manager, Technicians and Human Resources.
• Download documents and pictures into appropriate job folder for billing.
• Serve as point of contact to all office and/or project vendors, customers, and field personnel.
• Participate in production meetings.
• Serve as liaison to corporate office for new forms, policies, and procedures.

Experience/Requirements

• A High School Diploma or equivalent.
• Proven work experience in a restoration or construction industry preferred.
• Good knowledge in working with MS Office.
• Customer service focus, with excellent interpersonal skills.
• Good grasp of English.
• Bilingual (English/Spanish) preferred.
• Excellent analytical and problem-solving abilities.
• Multi-tasker, with ability to meet tight deadlines, works well under pressure.
• Able to follow directions, utilize resources.
• High attention to detail, accuracy, and proofreading.