Project Coordinator

Overall Responsibility: Develops, implements, and maintains project accounting records utilizing accounting software, assists Director Project Management, Project Managers, Project Controls Specialists and Accounting staff with project finance accounting controls, billing, and reporting.

Essential Functions:

• Technical Support: Assist and support the Director, Project Managers and any other directors and managers as needed with functions that support the successful execution and delivery of projects.
• Project Coordination: Assist with development of project proposals, project documentation, project specifications, meeting minutes, reports, internal and client communications, and other day-today project tasks , as needed.
• Administrative Support: Support compliance with firm-specific standards and assist and train employees.
• Coordination: Coordinate activities among various departments as they related specifically to projects including Accounting, Contracts, and Planning & Design.
• Project Assistance: Assist project managers and employees as needed to achieve corporate goals.
• Training and Orientation: Assist with training and orientating new employees on corporate functions, procedures, and policies.
• Conduct Billing Reviews: assist project managers, accounting, and finance staff with project billing reviews.
• In-office Functions: When functioning as the Administrator in the office, ensure office is opened and closed according to office protocols, greet visitors, support the office with production of documents, responsible for preparation/distribution of incoming/outgoing mailings, packages, delivery services, etc., maintain office inventory of supplies, tools, and equipment, sets-up/break-down of food/beverages for guests and/or meetings, maintain the orderliness of common areas including but not limited to kitchen areas, conference rooms, lobbies, etc.

Specific Tasks: Tasks assigned to this position include but are not limited to the following and are subject to change based on Corporate needs.

• Assist and monitor Project Managers submission of monthly lump sum billing updates
• Attend monthly billing review meetings and take meeting notes for comments made regarding specific projects and note action items for follow up.
• Follow up with Project Managers for actions derived from monthly billing review meetings including moving of employee timesheet hours.
• Assist Project Managers and Project Coordinators with entering Project Information Forms into Vision when needed to time sensitivity or workloads warrant it.
• Assist Project Managers and Project Coordinators with formatting/reviewing proposal letters to assist with workload and adherence to Company standards.
• Issue weekly / bi-weekly / monthly reports requested by PMO.
• Lead orientation of Vision with new employees for timesheet record keeping, expense reporting

Secondary Functions:

• Duties as assigned by the Office Director, Project Managers, Discipline Leads and Project Controls Specialists and Project Controls Manager
• Day-to-day tasks.

Needed Skills:

• Proficient in Microsoft Office Suite/Office 365 and have demonstrated the ability to learn different applications appropriate to responsibilities.
• Ability to maintain confidentiality.
• Excellent communication skills, particularly phone skills, written and spoken English.
• Ability to initiate communications to all levels of audience with emphasis on the ability to listen and understand team members as it relates to elements of project performance and status.
• Ability to work as a team member and to collaborate across all levels in the organization.
• Demonstrate ability to use time management techniques.
• Ability to fully understand and perform specific tasks as defined by the Project Management Office, Director of Project Management, Project Managers and or the PMO Team Leaders.
• Ability to create and maintain professional working relationships with colleagues, vendors, and visitors.
• Willing and able to travel to other office sites when needed.
• Hold a legal right to work in the US.

Education/Experience Minimum:

• Background in A/E or construction field.
• Associate's degree preferred. Bachelor's degree highly preferred.
• 5 years progressive responsibility with project coordinator, program assistant or office management duties.