Project Coordinator

ShareShareEmailPostSharePOSITION TITLE: Project CoordinatorDEPARTMENT: OperationsREPORTS TO: VP of OperationsFLSA: Full-Time/ExemptLocation: On-Site, 17219 Foundation Pkwy, Westfield, IN 46074Summary: The Project Coordinator (PC) role at TCI is a critical role to the successful execution of our project and corporate endeavors. They will lead, plan, organize and control all resources for the successful execution of a project for all parties involved. The role in its truest sense is designed to serve as the “center hub” of Project Teams, where the PC is the center of all information flowing in and out for projects and the company. The ability to lead a team in the construction of projects, providing proven processes that ensure agreed expectations are met related to safety, quality, schedule and financial control that leads to proven outcomes for customers is critical for success. The ideal PC is detail oriented and supports our construction projects from inception to completion. This role involves collaborating with project managers, project engineers, clients and subcontractors to ensure timely and successful project delivery. The candidate in this role must bring strong organizational skills and attention to detail to help streamline processes and facilitate effective communication among all stakeholders. This role requires strong, positive communication in every interaction. The impact this position has on the organization and the success of its operations cannot be over-stated. The ideal candidate in this position will actively manage communications and activities to prioritize and direct activity with our Clients, Subcontractors and our Project Teams. The PC will report to the Project Manager, with a close relationship to the Contract Manager and significant duties interacting with the Finance group.Key ResponsibilitiesFull care and custody of multiple projects from pre-construction/set up to operations/conclusionAssist project managers in project planning and scheduling, execution of projects ensuring adherence to timelines.Maintain project documentation, including contracts, plans, schedules, and reports.Coordinate communication between team members, clients, and subcontractors.Monitor project progress and provide regular updates to the project manager.Maintain project documentation, including contracts, reports, and meeting minutes.Assist in budget tracking, invoice processing and resource allocation.Identify and resolve project issues promptly.Ensure all assigned personnel are coordinating their activities with other project participants to meet company deadlines and standardsGoals and Deliverables: Maintain high-quality standards in project execution.Foster effective communication and collaboration among all project participants.Ability to set up weekly and monthly cadence for projects from inception to completionControl all AR/AP for projects from inception to completionQualifications2+ years of experience in project coordination or related roles preferably in the construction industry Strong organizational and multitasking skills.Proficiency in project management software, Procore preferredProficiency in accounting software, Foundation preferredExcellent communication and interpersonal skills.Ability to work in a team environmentResults oriented with the ability to complete tasks in a deadline driven environmentSkills And CompetenciesThe individual in this role will have Heavy Civil and/or Water/Wastewater Construction Project Management experience on multiple, mid-to-large scale construction projects. The candidate should be a creative problem solver and an innovative solution provider. He or she will be an effective Team Leader that can work strategically with all levels of the organization.TechnicalProficiency in Procore and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).SoftStrong Communication skills (written and verbal), approachable, and active listeningStrong skills for organization, planning and completing multiple ongoing projectsCollaborative and team oriented with the ability to work cross functionally with other departmentsAbility to multitask and prioritize daily responsibilities effectively Attention to detail, ensuring accuracy in all project components Ability to work independently and take initiativeDetail orientedList Of ResponsibilitiesBidding/PreconstructionAssist Estimating Department with soliciting bids from Subs and VendorsProofread and Edit Scopes of Purchase Orders/Subcontracts (adding any Project Specific Terms)Create and Distribute Purchase Orders and Subcontracts in Procore (Including Insurance and any Required Project Specific Documents)Follow up on Signed Purchase Orders and Subcontract Documents Obtain Tax Exempt Cert from Owner and Distribute ST‐105 to Subs and VendorsJob Set UPAssist Estimating with Contract Documents, Insurance and Bonds if neededObtain Bid Book Copy from Estimating, scan and make additional copies if neededComplete Job Set Up Sheet and obtain a Job Number from Accounting Complete Job Set Up in Procore (Enter project specific details from Contract, DIV 01, Upload Drawings and Specifications)Create Submittal Log (Reviewed by Project Manager and Area Manager)Post Addenda to Drawings and Specification if requiredAssist Team with Pre‐Planning preparations Union Letters of Assignment (Coordinate with Project Manager and General Superintendent)Job Trailer Set Up (Obtain appropriate Labor/Safety posters, Furniture, and Utilities)Create Commissioning BinderAttend Pre‐Construction Meeting Licensing and PermitsRFIs & SubmittalsAssign Submittals to Subcontractors and VendorFollow up on Late SubmittalsAssist in Internal Reviews of SubmittalsAIS Submittal Compliance if RequiredRoute Submittals in Procore (New Forma, eComm, etc.)Coordinate with Project Manager regarding Distribution of Submittals and Release of MaterialsTrack RFI RoutingEnter Responses in Procore from New Forma, eComm, etc.Subcontractor, Vendor, Material CoordinationCertified Payroll if Required (TCI and Subs)Create Commitment Change Orders in Procore and DistributeTrack and /or Expedite Material OrdersSchedule Deliveries with Vendors and Freight CompaniesAssist with Delivered Material TrackingAccounts PayableComplete Quick Pay Request Form and/or XBE Tracking FormReceive Packing Slips and Field PaperworkCost Code Invoices in Document Imaging and route to PMCreate and Maintain "Pink Sheet"Obtain Sub/Vendor Partial/Final Lien WaiversTrack Back Charges and Stored Material InvoicePrepare Sub/Vendor Retainage ReleasesSub/Vendor Payment InquiriesLowes ReconciliationAccounts ReceivableSet up Escrow agreement with Owner and Bank if allowedUpload or Enter Approved SOV in FoundationRoll Over and Distribute Pencil Pay Apps to PMsEnter reviewed and approved Pay Apps in FoundationSubmit Approved Pay App with required back up to Owner/EngineerFollow up with Owner/Engineer or Funding Agency regarding paymentJob Close OutEnter and Update Punch list in ProcorePrepare substantial completion and final completion documentsOrganize and Manage the As-Built process with the Project Team; Distribute As‐Builts Obtain and Submit Final Copies of O&MPrepare and Submit Final and Retainage Pay Apps with back up including Escrow ReleaseRequest Maintenance Bond and Consent of SuretyCancel Jobsite Utilities GENERAL OPERATIONS DUTIESAttend Team MeetingsAttend Progress MeetingsUpdate Drawing LogPost RecapsNew hire paperwork and orientation with big hire/layoff as neededWork EnvironmentFull-time position (40 hours per week), with occasional overtime depending on project deadlines.Office-based with occasional site visits to construction projects to capture imagery or support events.Ability to sit at a desk and use a computer for extended periods.Occasional travel to construction sites or promotional events.Ability to lift up to 20 lbs for promotional materials and event coordination tasks.This job posting is intended to provide a general overview of the position and is not an exhaustive list of responsibilities, qualifications, or expectations. Thieneman Construction reserves the right to modify job duties, responsibilities, qualifications, and other aspects of the job at any time, with or without notice. We encourage applicants to refer to our website or contact our HR department for more information.Accessibility: If you need an accommodation as part of the employment process please contact Human Resources atPhone: 317.763.1645Email: hr@t-c-i.netEqual Opportunity Employer