Project Coordinator

Job Summary: GENERAL SUMMARY: Assist the Project Management group in the successful delivery of a multitude of environmental projects as they progress by managing administrative and technical tasks of project acquisition, delivery and closeout. These actions will include adherence and implementation of departmental and corporate. Standard Operating Procedures to achieve improved overall project delivery. Duties/Responsibilities: Enter opportunity into Project ID Log, set up project folder and enter as proposal into Ajera, update as necessary. Start Project log in Project Coordinator Communication Notes, update with milestones. Assist project managers in the transition of proposal documents to contractually binding documents that define the scope, budget, and schedule of diverse environmental project types. Enter proposed into Ajera project management/accounting software and update project as necessary to account for changes in scope schedule or budget. Assist project personnel in the identification, evaluation, review selection and contracting with vendors or sub-contractors to meet project needs. Assist project personnel in coordination of sub-consultants to fulfill project needs including drafting or reviewing sub-consultants’ agreements and pre-approval process including the update of approved subcontractor/vendor spreadsheet. Assist project personnel by drafting administrative components of Project Proposals. Coordinate receipt of scope, schedule, and budget information from project team to complete and deliver project proposal according to delivery schedule. Confer with project personnel to identify and resolve problems during proposal and contracting phase of project. Facilitate contract review, signature, and resubmittal of contracts with all appropriate documentation 2 | Page. Convert project budgets on manhour justifications into or confirm correctness of project budget set ups developed by project personnel, in Ajera software in accordance with company standard operating procedures. Assist in preparation of progress reports, or project cost tracking reports if required. Assist in developing/utilizing standard report formats. Assist in production of project documents including reviews for grammar, spelling and completeness in adherence with quality standards and distribution as required by agreements. Facilitate invoice approval timeline tracking, finding missing information, obtaining needed documents from staff. Update Project Coordinator Communication notes with Milestones: client requests, report submittals, report review responses, etc. Provide administrative support for project related deliverables. Initiate project close-out process upon project completion. Assist with developing project summary sheets in coordination with Marketing staff. Assist staff and Division Director with documenting Standard Operating Procedures (SOPs). Coordinate with staff and Admin personnel on ordering of field supplies. Provide administrative support in handling travel arrangements for hotels, car rentals and equipment rentals, etc. Update & manage “downtime” work list to assist in improving company’s overall effectiveness. Be in-house “hands” for remote staff in accessing or administration of real time project needs. Coordinate with other Project Coordinators for consistency across Departments. Performs other duties as assigned. REQUIREMENTS: Have a valid Driver’s License. Must have excellent written and oral communication skills. Must be able to work in a team environment. Must be able to coordinate multiple active projects and multiple project managers, while attending to scope, budget, and schedule. PREFERRED SKILLS: Experience with Microsoft O365 programs, including Word, Excel, PowerPoint and Access. Ability to learn and apply Deltek Ajera software in support of project management. Ability to manage multiple projects of diverse project types. Focused, detailed and excellent organizational skills. Ability to proofread documents to ensure that spelling, grammar, punctuation, formatting, and other mechanics are correct. Qualifications: Minimum 5 years' experience. Individual needs to be familiar with working in an office setting. Prior experience in the construction, architecture or engineering industry would be a good fit. Needs to be tech savvy and proficient in MS Office 365 Suite (word processing, excel, PowerPoint) to the point where they can troubleshoot and help technical staff with their formatting/preparing reports. Great writing skills would be a plus. Experience with client/customer service a plus as the internal staff will be their “customers”. We need an individual who is forward thinking, cam anticipate staff needs and isn’t intimidated by problem solving. They also need to be comfortable working in a fast paced, deadline driven work environment. Job Type: Full-time Pay: $20.00 - $25.00 per hour Expected hours: No less than 40 per week Schedule: Day shift Monday to Friday Ability to Relocate: Lexington, KY: Relocate before starting work (Required) Work Location: In person