Self-Perform Project Coordinator

Duties & Responsibilities

• Maintain and update Self-Perform job status reports and staff meeting minutes.
• Aid in scheduling; coordinate with and participate in department training, meetings, and events.
• Collect, update, and distribute required information for monthly job cost projections for the VP of Self-Perform.
• Set up electronic and hardcopy project files in accordance with the established filing structure.
• Ensure insurance compliance for subcontractors working on assigned projects.
• Collect and review subcontractor and vendor/supplier insurance certificates.
• Gather and enter historical project cost data.
• Organize self-perform files.
• Absentee support for the receptionist with occasional front desk coverage.
• Assist with general office housekeeping tasks.
• Assist with resume collection, sorting, and vetting for labor potential hires.

Preconstruction Department

• Aid the SPS Estimating Department with bid/estimate deadline and milestone calendar management, updated weekly.
• Collaborate with Self-Perform in assembling preconstruction proposals.

Project Management & Field Operations Department

• Prepare, code, and interface field purchase orders within best-practice guidelines.
• Aid Project Managers with and facilitate subcontractor pay requests within best-practice guidelines.
• Prepare, send, receive, and file subcontracts and purchase agreements.
• Aid Project Managers with managing owner contracts and the owner/subcontractor change order process.
• Aid Project Managers in preparing monthly job cost reports.
• Aid project teams with closeout documents, including warranties and O&M manuals.
• Aid in preparing final project records and archiving project files.

Equipment & Logistics Department

• Support the Yard Operations Manager with administration associated with yard, logistics, and equipment.
• Assist in the initial setup of equipment management software (Toolwatch).
• Manage and track existing equipment.
• Update a detailed list of tools, equipment, and materials moved between jobsites.
• Manage invoicing and billing for equipment rented to projects.
• Aid in the purchasing process for new equipment, including pricing.
• Continually input new equipment into the software system.

Accounting Department

• Perform job setup duties in accounting software, including entering project budgets, configuring integration with owner billings, and setting up phase codes and cost types.
• Receive, review, and submit certified payroll reports.
• Process project-related invoices within best-practice guidelines.
• Prepare, send, and process subcontractor final statements of account and sales/use tax affidavits.
• Ensure compliance with sales and use tax law in the jurisdiction where the assigned project operates.
• Accrue sales and use tax liabilities for applicable jobs; assist with sales/use tax audits and closeouts as needed.
• Maintain and update a detailed list of laborers, framers, and supervisors, tracked job to job for payroll.
• Aid with a variety of audits from owners, internal accounting, or external auditors.

Other Duties / Software Utilization

• Perform other duties and take on other responsibilities as required.
• Software: Vista Viewpoint, Microsoft Suite, Procore, Autodesk, AIA Construction software.

Supervisor Responsibilities

n EDUCATION / EXPERIENCE

• Required: High School Diploma.
• Solid grasp of fundamental accounting principles.
• Preferred Associate's degree or higher in accounting or business management.
• 3 years of administrative/accounting experience.
• Construction, homebuilding, or similar industry experience.
• Notary Public.

CERTIFICATIONS, ETC.

None.

SKILLS REQUIRED

• Strong customer service and interpersonal skills combined with the ability to communicate well both verbally and in writing.
• Employees shall display energy and enthusiasm in approaching the job while taking personal responsibility for their performance.
• A knowledge and understanding of the general contractor and construction industry.
• A knowledge of construction cost control and basic accounting procedures.
• Strong computer skills and familiarity with Microsoft Office suite programs.