Sr. Project Coordinator - Madison

About the Role

Under the direction of the Project Manager, the Project Coordinator helps coordinate all administrative duties pertaining to the project delivery process, including correspondence with the owner, general contractor, vendor, and field personnel. The role assists with organizing and controlling the release of project order documents to support the project schedule.

Responsibilities

• Assist in filing and distribution of project-specific correspondence, such as bid invitations, bid documents, construction documents, contracts, purchase orders, schedules, etc.
• Support the Project Manager with initial project setup, including job request forms, certificates of insurance, cloud document storage, etc.
• Set up team meetings, take notes, and fill out required project-specific templates.
• Create bid proposal letters/bid forms and submit to the owner/client/general contractor.
• Assist in tracking construction costs, including contracts, change order management, scope revision extras, and project/client invoicing.
• Assist in tracking procurement, such as vendor/subcontractor purchase orders, product submittals/approvals, material releases, and associated invoices.
• Track lead times using SSRs, maintain a plan to keep the project cash positive regarding material releases, and review vendor invoices with the Project Manager.
• Assist with inputting budget information within the accounting software COINS.
• Support field personnel with construction-related documentation, including work breakdowns, drawing updates/revisions, requests for information, printing drawings, permits, panel directories, etc.
• Assist with developing/tracking project-specific work breakdown structures, including Agile Construction processes for project setup, execution, tracking, and closure.
• Compile and submit close-out documentation, such as Operation & Maintenance Manuals, As-Built installation drawings, product record drawings, warranties, certificates, and test results.
• Complete monthly billings (AIA/SOV) for review by the Project Manager.
• Assist in reviewing project schedules, milestone dates, and creating relational ties to predecessor/successor tasks for the Project Manager.
• Prepare quarterly financial reviews and monthly forecasting for the Project Manager.

Qualifications

• Undergraduate Degree highly desired but not required.
• High School diploma or equivalent required.
• Project experience within construction is desired but not required.
• Ability to operate standard office equipment (copier/printer, scanner, plotter, telephone, computer).
• Solid skills with Microsoft Outlook, Word, Excel, etc.
• Knowledge of Microsoft Project is desired but not required.
• Ability to work well in a team environment.
• Strength in people management, troubleshooting, systems, processes, and procedures.
• Excellent written and verbal communication skills, self-motivated, and able to work under pressure.
• Systemic organizational skills.

Education and Experience

• Undergraduate Degree highly desired but not required.
• High School diploma or equivalent required.
• Office support experience is desired.

Physical Demands

The employee is regularly required to sit; talk or hear; and use hands to handle or touch objects or controls. Occasionally, the employee must stand, walk, and travel to job sites, which may involve reaching above shoulders, climbing, balancing, stooping, kneeling, or crouching. The employee must occasionally lift and/or move safety equipment and supplies weighing up to 25 lbs. Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

The employee works in an office setting but occasionally must travel to job sites, where they may be exposed to moving mechanical parts, wet or humid conditions, high precarious places, fumes or airborne particles, outdoor weather conditions, extreme heat, risk of electrical shock, or vibration.

The office is currently located at 2213 Industrial Drive, Monona, WI, but will relocate to 5156 Tradewinds Parkway, Madison, WI, in late November or early December.

Benefits

• Health insurance
• 401k with profit sharing
• ESOP (Employee Stock Ownership Plan)
• PTO
• Paid Holidays