Int'l - Strategic Project Coordinator

This position is between a Project Coordinator and Project Manager and works in the Strategic Business Division. 1. This position will be responsible for managing smaller scale projects and may be asked to provide administrative, office, and project management support to the Program Manager and/or Project Manager(s) in the areas of document / report creation, records management, communication, scheduling, meeting and travel plans, materials & supply management, purchasing, and customer service. In addition, this position may be responsible for the overall direction, coordination, implementation, execution, control and completion of projects ensuring consistency with company strategy, commitments and goals. This includes acquiring resources and coordinating the efforts of team members and third-party contractors or consultants in order to deliver projects according to plan. The magnitude and quantity of the projects managed by the Sr. Project Coordinator will be determined by the Program Manager.

Essential Functions: 

• Ability to continually be organized, multi task, works under pressure / deadlines, in a positive and professional manner.
• Create and manage NetSuite project modules. Manage minutes from project meetings.
• Receive review, forward and track travel requests associated with the project.
• Review project teams expense reports to ensure compliance prior to submittal.
• Update project information and scheduling using typical Microsoft Office suite software, as well as Gantt charts and Microsoft Project.
• Receive change order requests, review, track and forward to the Program Manager or the Project Manager for approval or denial.
• Order and track materials from multiple vendors to ensure proper quality control, as well as forecast future material needs.
• Schedule resources, including vendors and subcontractors, typically during a high demand construction season.
• Greet and provide service to customers in person, by phone or e-mail; answer, route, and manage incoming phone calls, faxes, e-mails in a professional and courteous manner.
• Contact customers by phone, per collection procedures, to arrange for payment on past due accounts in a firm yet courteous manner, per established deadlines.
• Record direct labor; payroll hours / billable hours, in order to verify job ticket and time cards are correctly entered per project requirements
• Record indirect labor; payroll / non-billable hours, and record all non-billable time associated with the project for accurate earned value assessment.
• Record prevailing wage payroll hours; maintain file copy. and project archive of all prevailing wages accrued during the project life cycle
• Process all project related sales orders, job tickets and subcontractor/vendor/customer invoices.
• Receive incoming / prepare outgoing shipments: route to appropriate department / ship via appropriate carrier.
• Provide administrative support including preparing and sending documents to meet critical deadlines.
• Lock / unlock property gates and/or building doors, set security alarms morning and evening.
• Work as trusted advisor with customer, work with internal and external teams to deliver successful projects, travel to customer and/or partner locations as required, successfully complete customer mandated training.
• Other duties as assigned.

PROJECT MANAGEMENT:

· Lead the planning and implementation of project.

· Facilitate the definition of project scope, goals and deliverables.

· Manage project scope

· Create Change Orders as necessary

· Mitigate project risk and seek project opportunities.

· Define project tasks and resource requirements.

· Develop full scale project plans.

· Reviews project deliverables with the project team before passing to the client.

· Assemble and coordinate project staff.

· Manage project budget.

· Set and manage client expectations and day-to-day interaction.

· Develop and execute project work plans and revise as appropriate to meet changing needs and requirements.

· Develop and manage the project schedule.

· Track project deliverables.

· Provide direction and support to project team.

· Effectively apply company methodology.

· Constantly monitor and report on progress of the project.

· Liaison with project stakeholders on an ongoing basis.

· Resolves and/or escalate issues in a timely fashion.

· Present reports defining project progress, problems, and solutions to senior management and other key stakeholders.

· Implement and manage project changes and interventions to achieve project outputs.

· Coach, mentor, motivate and supervise project team members.

QUALITY:

• Ensures quality thru training and use of efficient and correctly executed processes, tasks, and procedures. Identifies areas for improvement, develops, and implements changes.

• Enforces and meets DWS standards of quality and requires the use of DWS methodologies.

FINANCIAL:

• Manages financial data, reports, and budget(s).

• Analyzes project profitability, revenue, profit margins, billing rates, and asset utilization. Accurately forecasts revenue, profits and losses when required.

• Sets high expectations and looks for ways to improve revenue, profitability, asset utilization, and cost savings.

• Meets safety, company, regional, department, and project financial goals while also ensuring customer satisfaction.

SALES:

• Looks for opportunities to increase sales, create strategic partnerships, meet customer needs, and “add-on” sales for projects.

• Build, develop, and grow any business relationships vital to the success of the project and future projects.

• Identify partnership opportunities and capitalizes on “add-on” sales opportunities across projects.

SAFETY:

• Acts as a role model and requires safe behaviors and practices.

• Reports unsafe conditions or situations, asks for guidance to ensure safety, requests and requires safety training.

• Puts safety first and foremost, always above financial goals or deadlines.

• Immediately reports all on the job accidents and injuries.

• Reports damage, an accident, maintenance needs, or repairs to safety rep on any company vehicle. Practices and follows safe driving procedures as described and required in safe driver training.

• Other duties as assigned.

Non Essential Functions: .

· Occasional travel, which may require overnight stays.

· Coordinate, schedule, and attend customer, vendor and support personnel meetings.

· Leave the office to purchase money orders with cash, go to post office, bank, etc.

· Filing or other duties may be assigned.

Education and/or Experience:

Associates Degree and 3 to 5 years of relevant experience and / or training, preferably in the wireless, construction, or service industry. Previous experience in scheduling, dispatching, office management, event management is preferred.

Licenses, Certifications:

Must have a valid state driver’s license and be insurable per an acceptable driving record. Some higher education or vocational training, specializing in Project Administration is desired. Must have a certificate in Project Management or a Certified Associate in Project Management (CAPM) certificate. In high security customer work areas, must pass a stringent government back ground checks.