JOB SUMMARY: The Project Coordinator primary role is to assist the Project Managers and Project Engineers to ensure the availability of project information, materials, equipment, financial data and support in meeting production and administrative demands. This position is intended to be an entry level position to lead to a Project Manager opportunity within the company
ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Other duties may be assigned.
1. Create, coordinate and maintain all project administration records for in house and onsite activities using company software system and documentation folders to maintain completeness of information from order entry to invoice.
2. Actively communicates with other departments to assure activities are properly coordinated. Receives engineering status reports and updates administration for follow up, prepares weekly production reports, attends production meetings, and works with sales team to create sales edit slip/special job functions or order details.
3. Responsible for developing, issuing, and maintaining all job submittals, RFI’s, and Change Orders with the customer according to contract requirements
4. Process daily, weekly, and monthly reporting to ensure all schedules run smoothly, all jobs are completed as projected, and all costing is in adherence to budget
5. Ensure company compliance with all contract requirements
6. Processes requisition for material orders to identified suppliers with the capabilities to meet material and equipment needs for shop and field activities. Proactively follows up and resolves issues regarding material and equipment availability and delivery times.
7. Open and maintains projects in ERP system according to invoicing schedules.
8. Prepare project pay applications for approval and submit to finance for processing
9. Establishes and maintains master project schedules in Primavera P6 format, or equivalent, documenting engineering resources required for projects in all divisions, as well as exercising schedule management skills including WBS development, logic, accuracy, and updates.
10. Document bill of materials with project engineers per project specification requirements and evaluate supplier/vendor quotations and material lists to ensure specification compliance.
11. Initial analysis and evaluation of project contracts and specifications to determine key milestones, job specific requirements and safety requirements.
12. Maintains all required documentation and records related to the project.
13. Contains material costs by eliminating wasteful practices and implementing appropriate control measures. Compiles and maintains inventory records of quantity, type, and value of material, equipment or supplies in stock.
14. Progress competency at understanding, defining, and instructing others on the basic components of a job. Report on the efficiency of job completion, including effective analysis of job costing for determining correct cost roll up in the financial/production systems
15. Communicates regularly with Project Manager regarding project or job needs, objectives, issues and customer request.
1. Participate in weekly production meetings
2. Safety Audits
3. Communicates regularly with supervisor regarding needs, objectives, issues and open projects.
PERFORMANCE FACTORS: The performance factors described here are core abilities that translate into desired on-the-job behaviors which contribute to the employee successfully carrying out the assigned duties and responsibilities of this job.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
The position is considered to have light physical demands that require the incumbent to communicate orally, hear at a conversational level and perform job tasks requiring the use of a telephone, fax, and computer.
While performing the duties of this job, the employee be required to perform keying functions, grasp and pinch to write. The employee will frequently (34-66% of the workday) be required to sit, walk and stand. Occasionally (6-33% of the workday), the employee will be required to bend, twist/turn, reach out, lift/carry and push and pull. The employee infrequently (2-5% of the workday) will be required to squat/kneel and climb. The employee is required to infrequently (2-5% of the workday) lift and carry up to 21-50 pounds and will frequently (34-66% of the workday) be required to lift and carry 11 to 20 pounds.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
While performing the duties of this job, the employee is regularly subject to various job site environments. The flooring is mostly concrete, tile or wood. The temperatures at the customer locations can vary between 20-100 degrees. The use of safety equipment can include safety shoes and glasses, hard hat and other job specific personal protective equipment. The noise level of the work environment can vary from low to high (requiring hearing protection). Travel requirements will make it necessary to drive a car (day and/or night) and at times fly in an airplane. This position has varying travel requirements consistent with job location, workload and maximizing utilization. Travel demands can range up to 25%.
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