The company distributes resources to enable the projects to run smoothly, while the projects in turn provide the income that sustains the company in order to compensate the employees, pay its own expenses, and show annual profit. The position of Project Coordinator with our client is central to maintaining an organized and efficient office critical to financing the projects and receiving the forecasted project income back to be used for operations.
Following are the minimum duties required of the Project Coordinator in order to maintain this efficient relationship between the main office and the individual projects:
Project Management
Maintain Project Team data for each project including:
Building Permits, Trade Permits, Public Space Permits
Inspections and Testing Results
Meeting minutes
Risk Logs
Contact Site Superintendents no less than weekly to track down missing field information or ensure they are uploading those items which are their responsibility
Track permit expiration dates and take steps to renew as needed
Track weekly OAC and subcontractor meetings and attend as necessary
Compile project closeout binders and prepare transmittals for delivery to the client
Prepare lien releases and send to subs and clients and track any missing releases
Job Costing
Receive and maintain all subcontractor and supplier invoices
Assign each cost to a specific project - request information from PMs as needed to accurately allocate costs
For invoices covering more than one project, itemize on a pro rata basis to multiple projects. Examples are:
Dumpsters
Site toilets
Rental equipment
Home Depot
Courier
Blueprints/copying
Maintain a log of office credit card charges and reconcile monthly upon receipt of the company credit card bill
Allocate credit card charges to specific jobs or to general office as appropriate
Forward general office invoices to upper management.
Review project budgets uploaded by PMs to ensure all pay apps have an associated cost breakdown - request missing or incomplete breakdowns from the project's PM
Match invoices received to the proper pay app breakdown - discuss busts with the PM
Contact the sub or supplier to adjust the billing if necessary after discussing with the PM
Receive monthly Job Costing Reports from Matt and compare to the project budgets to ensure all costs are captured on the budgets and the JC Report
DOES/LSDBE/First Source requirements
Set up LCP Tracker for projects subject to such requirements
Confirm subcontractors subject to the requirements are set up as well
Maintain current reporting as required by law and ensure subs are doing the same
Notify the PM and Kolar in the event of any non-compliance
For new projects, review the Solicitation and Award documents and create/maintain a file of all required reporting on Project Team
Track FSA obligations and compliance
Inform DOES of new hires and project start/end dates as appropriate
Bidding
Working with internal stakeholders to contact prospective bidders to confirm their interest in the specific project
Monitor Solicitation websites to watch for upcoming opportunities
Track prospective opportunities for discussion about whether to bid
Maintain bidders' list, organized by Division
Update the bidders' list monthly to add/delete subs or update contact info
Assist writing scope descriptions for bid packages
Compile bid packages and send to prospective bidders with requirements for bidding, due date, etc.
Follow up with bidders to ensure they will provide bids
Receive RFIs form bidders and submit to the Client as provided in the Solicitation
Watch for Addenda to Solicitations which may include changes in scope or bid date
Distribute the Addenda to bidders with instructions as necessary
Receive RFI answers from the Client and distribute to all bidders
Maintain/update bid documents for each Solicitation on Sharepoint so they can be accessed centrally at any time
Maintain a master set of all plans and specs and update with revisions to keep them current
Receive bids as they arrive and create bid matrices organized by Division to allow analysis of bids
Track bid results for year end review and lessons learned
Assist with obtaining Clean Hands Certificates or other documents needed for bids
Work with Katie to identify appropriate clients to send Project Evaluation forms for bids
General office duties
Monitor inventory of supplies and replenish as needed, including postage meter balance
Schedule equipment repairs with vendors as needed
Maintain Iron Mountain file list, and send or retrieve boxes to/from Iron Mountain as required
Retrieve mail daily and distribute to office employees
Invoices received in the mail to be handled as described in Project Management section
Assist in data migration from Sharepoint to Project Team