Project Coordinator

GENERAL JOB DESCRIPTION The Project Coordinator (PC) is a developmental role which is based in the home office and provides support to project teams. The PC will focus on the administrative responsibilities within Project Management. The duties and tasks will be assigned and directed by the Project Manager (PM). The goal will be to provide the necessary support to the PM(s) and ensure each project is built on time, under budget, and per construction documents (high quality). The PC should expect spending a significant amount of time in Viewpoint (Parkway’s accounting and management software), P6, BIM, and Procore. DUTIES & RESPONSIBILITIES JOB SCHEDULES – a critical tool in determining a project’s success. Update schedule weekly with PM, Superintendent, and at times, Scheduler. Participate in weekly meeting with PM and Superintendent to review schedules for accuracy. BUDGETS/DRAWS - The PM may call on the PC to help with the following: Print-off reports for PM. Submit invoices to accounting, once approved by PM. Enter owner draw information, as directed by PM, into Viewpoint and complete all client specific documents. Confirm suppliers for subcontractor draws. Follow-up with accounting to resolve problems; such as incomplete draw worksheets and/or late invoices. Work closely with accounting to ensure owner funding, subcontractor payment, and supplier lien waivers are accurate and timely. Notify PM when projects are funded. PURCHASE ORDERS Enter all purchase orders into Viewpoint, as approved by the PM. Verify that Superintendent’s purchase orders do not exceed the project budget. Ensure all purchase orders are coded and entered to the correct Phase Code. SUBCONTRACTS - Once the PM has written and negotiated the subcontracts, the PC will: Set-up “new” subcontractors in Viewpoint. (see below) Send out subcontracts via Viewpoint. Follow-up to ensure subcontracts are returned & signed. PC can write a contract under the guidance of the PM, in situations where additional support is needed. SUBCONTRACTOR SETUP -after collection of required documents; enter into Viewpoint. Request any additional information from subcontractors and vendors needed to be set up in Viewpoint. Help with tracking and verification of the correct insurance coverage and W-9. CHANGE ORDERS – approved by PM, but PC will assist with the following (for both sub change orders and owner change orders): Enter change order into Viewpoint. Work with subcontractor for any additional documentation or pricing break-outs. Contact suppliers and vendors to confirm unit prices are accurate. Ensure change orders are signed and recorded in Viewpoint. Complete client specific change order documents. Confirm that progress payments reflect approved owner change orders. SUBMITTALS/RFIs - Update Submittal Log weekly with PM. Communicate Submittal Log to PM and Architect, as needed. Support PM in procuring time critical submittals or shop drawings. Record submittals in Owner and Operation Manuals. Procure additional documents, data, pictures, etc. for RFIs. PROJECT CLOSEOUT - Responsibilities will include: Complete a close-out form and subcontractor evaluation for the project. Obtain warranties. Prepare O&M Books for owner. Verify Subcontractor Close-out Forms are returned and signed. Turn in close-out forms to accounting. Assist Superintendent to meet owner specific requirements for turnover. ESTIMATING - Responsibilities may include: Attend Pre-bid Meetings. Identify and contact new subcontractors to bid. Follow-up with subcontractors on bids and questions. Contact subcontractors with bid results. Communicate specific questions relating to plans and specifications to the PM and Estimating Department. Attend bid, as needed. Assume additional responsibilities and additional assignments per supervisor’s direction.