Senior Project Coordinator

Duties And Responsibilities

• Aid with project start-ups and close-outs.
• Provide front desk relief and/or additional administrative support.
• Prepare routine correspondence (letters, memos, meeting notes and proposals).
• Participate in the development and implementation of training courses/programs.
• Help prepare reports, presentations, data, and contracts; process and distribute internally and externally.
• Coordinate activities for multiple business units and/or office locations.
• Support Assistant Project Managers, Project Managers and Project Executives with bid forms, proposals, and vendor proposals.
• Bid Tracking Log - Creating Bid Numbers and Maintaining.
• Create small bid/change order with Project Manager assistance.
• Manage Subcontract Checklist.
• Ensure Certificate of Insurance Requirements, Bonds, Billing Requirements, and Contractual Requirements (Certified Payroll, OCIP/CCIP, Affidavits).
• Aid project team in the submittal process based on project needs, including understanding specs, requesting product data sheets from vendors/subcontractors, and maintaining submittal log.
• Prepare monthly lump sum billings and T&M for subcontracts valued $100k-$5M (including Pay Apps, SOV, Lien Waivers, Certified Payroll).
• Prepare monthly billings for subcontracts valued greater than $5M (including Pay Apps, SOV, Lien Waivers, Certified Payroll).
• Log/Track insurance, bonding, permits, submittals, RFI's, change orders correspondence, drawings.
• Provide copies or scans of drawings.
• Ensure drawings are current, review new documents for changes, ensure all sets are accounted for.
• Write RFI's.
• Assist with material orders and/or tracking. Also assists with pre-construction planning.
• Process tiered subcontracts, manage compliance, and assist with change management.
• Handle electrical permits and process plan reviews with supporting documentation.
• Review specification or client documentation (hard/soft copies) for O&M, O&M warranty vendor requests, create O&M package from information provided by Project Manager or Assistant Project Manager, and coordinate record drawings to submit.
• Lead meetings, trainings (includes coordination of, creating agendas and content, scheduling, facilitating and presenting).
• Demonstrate leadership skills (communication, delegation, coaching, teamwork, decision making, problem solving).
• Show ability to manage own and other’s schedules.
• Show ability to train and supervise staff.
• Aid in employee development, recruiting, retention.
• Backup for Director of Operations Support.
• Conduct regular employee check-in meetings.
• Perform performance evaluations (gathering feedback, write up and delivering).

Requirements

• Proven experience supporting construction or large-scale projects, including bid tracking, submittals, RFIs, change orders, billing/pay applications, permits, compliance documentation, and contract.
• Experience managing high volumes of detailed documentation, coordinating multiple business units or locations, maintaining logs (insurance, bonding, subcontracts, drawings, permits), and ensuring accuracy, timeliness, and compliance across project lifecycles.
• Hands-on experience with subcontract billing (lump sum, T&M, GMP, cost-plus), SOVs, lien waivers, certified payroll, OCIP/CCIP requirements, bonds, certificates of insurance, and contractual obligations.
• Experience leading meetings and trainings, supervising and training staff, managing schedules, supporting employee development, conducting check-ins and performance evaluations, and acting as a leadership backup when needed.
• Bachelor’s degree or equivalent experience in business, construction management, or a related field; strong written and verbal communication skills, proficiency with reports, presentations, and correspondence, and the ability to collaborate effectively with project managers, vendors, subcontractors, and internal teams.

Pay

Salary range for this position is $80,000-$95,000 annually. Opportunity for a discretionary year-end bonus.

Full-time employees enjoy a competitive pay rate, paid holidays and PTO; Medical, Dental, Vision, Life Insurance, Disability Insurance, Flexible Spending Accounts, 401k plan and Employee Assistance Program.

Learn more about our company, visit our website at: www.ecpowerslife.com.

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