Project Coordinator/Administrator - Oakland at Transystems Corp in Oakland, California

Job Description:

For more than 50 years, TranSystems has provided engineering and architectural planning, design and construction solutions to enhance the movement of goods and people across today’s integrated transportation infrastructure. Headquartered in Kansas City, Mo., its professionals in more than 30 offices throughout the U.S. perform a broad range of services to all sectors of the transportation and federal marketplaces. Services are delivered throughout the asset life cycle, from concept to construction to long-term operations, maintenance and rehabilitation.

The Oakland office is searching for a Project Coordinator to join the team. This person will work closely with the project manager assisting with the day to day operations of project administration and management. The right candidate should have a clear understanding of the project scope, fee, and schedule and acts as an assistant to the project manager. In order to be successful in this role, one must possess excellent communication skills, have strong problem-solving skills, and be very detail oriented. This position also requires strong math skills and ability to multi-task on a daily basis.

Basic Qualifications:

• Bachelor's degree


• Proficient with Microsoft Word and Excel


• Previous experience in a project coordination/administrative role

Preferred Qualifications:

• Working knowledge of Microsoft Powerpoint


• Degree in relative field of study (i.e. business and/or engineering related)

Essential Duties and Responsibilities

• Work closely and coordinate with project team members, clients and subconsultants on all project related elements including but not limited to information management/sharing and invoicing/billing requirements.


•  Filing, copying and pulling invoice backup


• Track Account Receivables (AR) and champion collection efforts


• Set up new opportunities and projects in Transystem financial system and Project Forecast and gain appropriate authorization and approvals


• Examine project set-up or modification requests for completeness and accuracy including gaining proper authorizations and approvals


• Prepare subconsultant agreements, review unpaid sub reports and monitor budgets


• Coordinate and set up meetings and conference call for the projects.


• Attend Project Development Team (PDT) meetings to take notes and prepare official meeting minutes.


• Prepare power point presentations, project exhibits, and hand-outs.


• Support marketing department with proposals to include compiling information from company archives, assembling proposal materials, topic research, and data presentations (spreadsheets)

Competencies: 

o  Project Invoicing – Has a clear understanding of the client’s invoicing requirements, manages the pre-bill and invoicing process.

• Understanding of project’s current bill status and why a project is -possibly- deferred / advanced billed.


• If the project is hourly rate, a project coordinator understands the billed multiplier based on each individual’s actually hourly vs. billed rate.

o  Interface with Sub consultants – Has a clear understanding of sub consultant’s scope, fee and schedule on a project. Tailors sub agreements to meet client requirements in terms of insurance and invoicing. Prepares change orders when necessary and manages the budget of all subs. Coordinates due dates and coordinates cross disciplinary work between subs and TranSystems.

• Requests updated COIs from sub-consultants


• Tracks sub-consultants payments and verifies subs are being paid after TranSystems receives payment.

o  Project budgets

• Understands project budgets and burn rate, knows what is needed to finish project on time and within

budget.

Work Environment

• The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions, depending on field assignments. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and outside weather conditions. The noise level in the work environment is usually moderate, however, construction and field assignments can be severe (i.e. Airport noise, inside factories, construction equipment, jack hammers, etc).


• The employee frequently is required to stand, walk, talk or hear, and drive a car. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include ability to adjust focus.

TranSystems is an equal opportunity / affirmative action employer and ensures nondiscrimination and equal employment opportunity in all programs and activities in accordance with all applicable laws and regulations. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, pregnancy status, marital status, sexual orientation, genetic information, citizenship status, disability, protected Veteran status or any other status protected by law. In compliance with the Immigration Reform and Control Act of 1986, we will hire only U.S. citizens and aliens lawfully authorized to work in the United States (if the position is or will be one that is subject to U.S. law.