Job Description

Project Coordinator
This position requires a skilled multi-tasker to work with our project team to facilitate the successful movement of information throughout the lifecycle of projects. Candidate should possess a strong work ethic, a team mindset and be able to work with minimal supervision.

Responsibilities:

• Work with the project and installation team to assist in all aspects of Construction Projects, assisting with document and information flow from inception to closeout.
• Complete project bookings as per established procedures
• Manage project file structures in hardcopy and digital formats
• Prepare billing (AIA) summaries for all project managers and perform contract invoicing along with updating on WIP log
• Prepare and submit contracts and construction permits when required
• Work with project management to ensure field staff are provided daily schedules and relevant information
• Prepare & track RFI\xe2\x80\x99s, Submittals, and change orders.
• Purchasing/ordering/receiving equipment and coordinating delivery to project worksite or company warehouse with project managers
• Completing RMA\xe2\x80\x99s for returns of defective materials
• Maintain tax exempt certificates from customer and prepare for vendors
• Run Purchase order and/or labor reports for Project Managers
• Attend departmental and intercompany meetings as requested.
• Obtain certificates of insurance for customers and from subcontractors.
• Prepare and process subcontractor agreement paperwork.
• Review vendor/subcontractor invoice discrepancies when necessary.
• Project filing- purchase orders, packing slips, spec sheets, and similar.
• Compile and submit closeout packages and warranty statements for projects.
• Assist with answering company phone lines when receptionist is unavailable.
• Adhere to all established company standard operating procedures and recommend improvements when applicable.

Perform other duties as needed.

Required:

• HS diploma or GED equivalent.
• 3+ years administrative experience is required.
• Knowledge of the HVAC or Construction industry is preferred.
• Timberline Sage 300 CRE experience is preferred.
• Excellent time management skills and prioritization of tasks to meet deadlines and work on multiple project tasks simultaneously.
• Analytical thinking with strong attention to detail.
• Excellent communication skills and customer-centric approach.
• Proficient with Microsoft Office: (Outlook, Word, Excel and Teams).
• Project management experience is a plus.
• Smartsheet experience a plus.
• Must be punctual, dependable and be able to take initiative and be proactive.
• Embrace change in processes as the company continues to grow.
• This is for our building automation team, previous building automation systems (BAS) experience is a plus.

Working Conditions:
This position is primarily office-based, but candidate should have the ability to climb ladders and stairs to view system components, maneuvering in mechanical rooms, and similar, should the need arise to visit a construction project location.

Commtech