Senior Project Coordinator

POSITION SUMMARY

Supports project management and operations staff by handling contract administration, database management, project controls, file management, and closeout. Trains and mentors Project Coordinators in procedures and procedural compliance. Encourages team unity. Provides project-related assistance as needed. Supports Team Leads with additional responsibilities.

PRIMARY RESPONSIBILITIES

Contract Administration

• Assists Team Leads with audits on projects to ensure contract related documentation is accurate and up to date, as needed.
• Assists Estimating and Project Team with creating exhibits for Bid Packages as needed.
• Understands contract and contract terms.
• Identifies contract requirements and issues trade partner contracts without oversight.
• Processes owner and trade partner change orders and pay applications. Follows up to obtain signed documents as needed and records executed documents in Procore.
• Requests Master Agreements and Vendor Adds from the Vendor Group and Risk Department.
• Requests McCownGordon insurance and bonds from insurance company without oversight.
• Uses AIA software for CMa subcontracts, Owner Change Orders, Subcontractor Change Orders and Substantial Completion Certificates.

Project Controls, File & Database Management  

• Assists Team lead by partnering with leadership and/or various departments to implement new platforms and efficiencies.
• Assists Team Leads with evaluating current procedures to ensure accuracy and efficiency and helps update procedures as assigned.
• Adds new contacts into Procore directory.
• Partners with Accounting & Risk Departments to ensure new companies are set up in Procore and accounting software.
• Completes and manages the tax-exempt certificates with support from accounting.
• Imports initial project budget into Procore.
• Sets up new projects in Procore without oversight.
• Prepares and distributes transmittals.
• Manages print orders for drawings and/or specification books.
• Uploads Drawings and Specifications into Procore.
• Scans hard copy files and uploads to Procore. Retains hard copies until close of project.
• Organizes and files documents for projects in Procore.

Project Closeout

• Ensures Team understands closeout procedures and requirements and provides additional training where needed with approval from Team Lead.
• Works with Project Management to develop closeout submittals in the Pype platform.
• Coordinates collection of closeout materials from required trade partners, reviews, and ensures accuracy without oversight.
• Creates closeout deliverable and submits to Project Manager for review. Distributes closeout deliverable to relevant party.
• Coordinates follow up communications for closeout documentation.

Administration

• Assists with scheduling meetings for project team members as needed.
• Assists Team Lead with onboard training of new Project Coordinator associates, as needed.
• Assists Team Lead with coordinating Project Team Outings.
• Assists with other duties as assigned by Team Lead.
• Supports PC Team Leaders.
• Attend Project Kick Off Meetings.
• Orders refreshments for Project Team Meetings as needed.
• Takes notes during project meetings and processes in Procore based on project needs.
• Works with PC Team Leaders to update procedures, as needed.
• Provides weekly project status updates to project teams.
• Onsite Sr. Project Coordinator (as applicable)
• Greets and directs all visitors on jobsite, including coordinating logistics for material deliveries.
• Answers all incoming calls and transfers to the appropriate party.
• Orders, receives, and sorts office and trailer supplies for the jobsite as needed.
• Coordinates topping out party, trailer setup, and breakdown.
• Travels occasionally to McCownGordon office and project sites.

Department Responsibility

• Provides/coordinates back up support for team members’ time off.
• Schedules project update with Team Lead 2 business days prior to approved time-off.
• Adheres to Project Coordinator Code of Conduct.
• Embraces change and supports the initiatives of the department.
• Acts as a mentor to Project Coordinators.
• Trains Project Coordinators on procedures and technology and assists Team Lead with onboarding new project coordinators.
• Trains project team members on procedures, as necessary.
• Identifies opportunities for external training relevant to the Project Coordinator role.
• Recommends technology, procedural enhancements, and efficiencies for the Project Coordinator team.
• Leads trade partner/Architect/Owner trainings as needed for respective projects.
• Participates in team meetings and trainings as required for the department.

MINIMUM QUALIFICATIONS

• Experience in an administrative position.
• Proficiency in department technology.
• Demonstrated ability to lead a team.
• Demonstrated accuracy in work.
• Demonstrated ability to take initiative to learn and take on additional responsibilities.
• Demonstrated ability to train associates.
• Ability to manage multiple priorities.
• Excellent interpersonal and communication skills.
• Willingness to work in a team environment.

WORKING CONDITIONS

The position requires work in an office environment.

Note: This job description reflects a summary of the job and does not prescribe or restrict the responsibilities that may be assigned. The job description is subject to change at any time.

Equal Opportunity Employer/Minorities/Females/Disabled/Veterans