PROJECT COORDINATOR
JOB RESPONSIBILITIES/GUILDELINES:
- PURPOSE OF THE POSITION: The Project Coordinator is responsible to provide administrative support to the Managers in maintaining all project related correspondence, reports and invoicing in a timely and efficient manner and help in an overall capacity to run an efficient project.
- QUALIFICATIONS: To perform this job successfully, individual must be able to perform each essential duty. The requirements listed below are representative of the knowledge, skill and/or ability required.
EDUCATION/EXPERIENCE:
• Minimum: High School diploma or GED and five years’ administrative experience
• Preferred: Bachelor’s degree and some property management support experience in a regulated environment.
LANGUAGE SKILLS:
• Good oral and written English-language communications skills, including clear speaking voice
• Spanish language spoken communications skills a plus other Knowledge and Skills
• Proficiency in MS Outlook, Word, Excel and PowerPoint. Knowledge in Microsoft Project a plus.
• Good computer literacy, including ability to navigate online applications and search engines effectively for research purposes.
• Excellent customer service skills, including ability to maintain focus on and professionalism with people in challenging situations, both in person and by phone.
• Good time management, including ability to manage several projects at the same time.
• Must be able to multi-task and retain accuracy in an environment of competing deadlines.
• Must have a professional demeanor.
COMPETENCIES:
– Attention to Detail / Quality Orientation – Accomplishing tasks by considering all areas involved, including minute details; showing concern accuracy and good quality output; accurately checking processes and tasks, monitoring activities.
– Collaboration – Working effectively and cooperatively with others, asking clarifying questions for the purpose of achieving common objectives. Building and maintaining good working relationships with associates.
– Dependability – Being reliable, responsible, dependable and fulfilling obligations with a wiling attitude.
– Follow up – Monitor complete tasks, assignments or projects.
– Managing work – Effectively managing time and resources to ensure that work is completed to meet expectations.
– Inductive Reasoning / Problem Sensitivity – Sensitive to observation and identification of issues presenting out-of-the norm and that may be indicative of problems needing to be addressed.
– Planning & Organizing – Establishing courses of action for self and others to ensure that work is completed in a timely and efficient manner.
– Work Standards – Set expectation of high performance standards and hold oneself accountable for accurate and timely completion of tasks and projects.
SPECIFIC DUTIES
Administrative
• Greet clients as they come into the office and tend to their needs as may arise
• Answer operator calls, direct calls to correct person, voicemail and/or take messages
• Maintain conference room schedule and appearance
• Open, stamp and distribute mail
• Prepare Corporate Brochures
• Prepare and send out Federal Express packages
• Update and maintain Corporate and Managers Outlook contacts
• Maintain and order office and copier supplies
• Type letters, meeting minutes, memorandums, field reports and issue logs from the Managers.
• Assist Business Manager in areas pertaining to office procedures and clerical functions as required
Project Basis:
• Assist Managers in the overall development and processing of documents for the various projects:
• Set up and maintain computer and hard project files
• Assist in preparation of requests for proposals
• Prepare bid analysis
• Prepare project contracts – consultants and contractors
• Follow up on permit status
• Assist in permitting and recording process
• Prepare a notice of commencements
• Prepare and keep records of notice to owner’s
• Keep records of project releases of liens
• Updating of meeting minutes and send to the team
• Keep records of certificates of insurance on a project basis if necessary
• Complete timesheet by the end of each day
• Preparation of monthly reports, which include:
1. Compile and prepare all documents necessary for a complete monthly report
2. Review monthly report narrative for content and grammar
3. Prepare and process monthly photos
4. Update project change order log
5. Update notice to owner log
6. Prepare, check and understand the project budget
7. Prepare budget updates and changes to the budget as directed by Managers
8. Prepare SPD invoices and reimbursable
9. Review consultant’s invoices and prepare invoice cover sheets
10. Review contractors AIA application, check numbers, retainage, and prepare invoice cover sheet
11. Prepare appropriate copies of reports and submit to Manager for Owner’s meeting
12. Scan monthly reports and/or certain documents to Owners as necessary
13. Check and distribute payment checks to consultants and contractors as received from Owners
If interested please contact: careers@sharpeproj.com