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Form of workProject Coordinator
- Position Overview
The Project Coordinator is expected to provide support to the Project Managers and the Operations Department. This includes facilitating project documentation, reports, drawings, and project activities for multiple projects. Additionally, the Project Coordinator must participate in the planning, development, and evaluation stages of projects, writing detailed reports, and ensuring consistent quality assurance standards. The ability to identify problems and follow instructions is essential for success in this role. The Project Coordinator must analyze and review systems and procedures on an ongoing basis to accomplish operational tasks more effectively. This requires excellent technical skills, effective communication, and meticulous attention to detail. Effective collaboration with managers, engineers, employees, clients, subcontractors, and suppliers is also a requirement for this position. This position works closely with the project team and must have experience working in heavy civil construction, including roadway, highway, and airport paving.
- Essential Functions of the Job
- Interpret design and drawings to ensure accurate execution of project plans.
- Research; recommend resolutions to drawing conflicts, discrepancies, errors, and omissions.
- Prepare drawings and sketches to support Project Managers in the preparation of change orders, estimates, etc.
- Assist in the development of Work Activity Plans to ensure timely project completion.
- Provide support for field engineers and superintendents as required.
- Maintain and organize Plan Drawings, Revisions, and As-Builts.
- Maintain and ensure completeness of all project records.
- Read and interpret documents such as safety requirements, Operating and Maintenance Instructions, Procedure Manuals, Contracts, Subcontracts, and Purchase Orders.
- Complete “start-up” tasks for each project including, developing a project contact list, and developing Buy Out log.
- After the initial set-up of the project by accounting, maintain and update information in the Project Folder (i.e., input contacts, submittals, RFI’s, Change Orders, tracking of executed subcontracts, etc.)
- Compose and/or type departmental correspondence including subcontracts, purchase orders, change orders, RFI’s, punch lists, etc. Ensure timely distribution after Project Manager’s review and approval.
- Process subcontracts (typing, mailing, following up on executed contracts, ensuring current attachments are maintained in files).
- Track subcontractor insurance certificates and request valid certificates as needed.
- Review cost coding in the approval times process and coordinate timesheets for field personnel.
- Prepare and maintain an equipment log for each project.
- Conduct Safety Toolbox meetings for crews.
- Request utility locates for all projects and manage utility damage or coordination of utility relocations.
- Coordinate project meetings, provide meeting agendas, reminders, minutes and track attendance.
- Participate in monthly internal review meetings with Project Managers, as needed.
- Update Job Schedules, as required, by using Primavera P6 or Excel.
- Ensure that the superintendent is provided with copies of all subcontracts, purchase orders, minutes, change orders, and any other pertinent documentation.
- Provide project required documents for the Superintendents including OSHA forms and records, Worker’s comp panel, and safety book.
- Prepare, submit, and follow up on Owner required contract documents (i.e., Project Submittals, Look ahead Schedule, Progress photos, Safety reports, OSHA forms, QC Reports, Environment reports, and close-out documents).
- Compile weekly quantities and prepare pay applications to be reviewed by the Project Manager.
- Conduct performance reviews for both Superintendents and field personnel in accordance with the request of the Human Resources department.
- Other tasks as needed.
- Skills, Knowledge, and Abilities
1. Skills
Active Listening — Giving full attention to what clients, suppliers, and managers are saying, taking time to understand the points being made, and asking questions as appropriate.
Coordination — Adjusting actions in relation to others' actions.
Organization — physical and mental organization and time management abilities.
Management - coordinates the efforts of people to accomplish goals and objectives using available resources efficiently and effectively.
Communication – Displays strong written and oral communication skills and employs effective listening skills. Ability to assume responsibility, interface, and communicate effectively with others.
Dependable – meet deadlines, follows instructions, and responds to management direction.
Problem-Solving – Analyzes problems and makes sound decisions in a timely manner based on objectives, risks, implications, and costs.
Interpersonal – Tactful and mature demeanor with well-developed interpersonal skills including the ability to work well with diverse personalities.
Reading Comprehension — Understanding technical specifications and instructions in work-related documents.
Writing – the ability to communicate ideas and create reports in a clear and concise manner.
Social Perceptiveness — Being aware of others' reactions and understanding why they react as they do.
Time Management – Ability to complete tasks in a timely and accurate manner, as well as meeting deadlines and having an appropriate sense of urgency.
Leadership – Possess dynamic characteristics and the skills to represent the company as a strong advocate of its capabilities.
Teamwork – the ability to balance team and individual responsibilities, exhibits objectivity and openness to others’ views, contributes to building a positive team spirit, and can build morale and group commitments to goals and objectives.
2. Knowledge
Educational and experience requirements – Degree in Civil Engineering or Construction or equivalent combinations of technical training and related experience. Must be able to read and understand construction drawings, and blueprints. Field experience is required. Must have experience working in heavy civil construction,
including roadway, highway, and airport paving. Experience bidding with the Federal entities and government is a plus.
Software - Primavera or Microsoft Project software is required. Must have knowledge of AutoCAD, and AutoCAD Civil 3D software, to do sketches, point clouds, surfaces, and volume calculations.
Construction — construction equipment and techniques; drawings, specifications, building materials, and required standards applicable to discipline. Basic surveying knowledge is a plus.
Computer and Technological– Knowledge and efficiency in Microsoft Office 365 Products. Knowledge using productivity applications on iPad and iPhone.
Mathematical — Possess mathematical skills at the level required to perform advanced measurements and calculations.
3. Abilities
Discretion – the ability to always maintain discretion and confidentiality.
Delegation – Ability to delegate work appropriately.
Scheduling – prepare preliminary schedules.
Site Logistics Plans – develop a site logistics plan.
Presentation – effectively present information and respond to questions from top management, and others.
Oral Comprehension — The ability to listen to and understand information and ideas presented.
through spoken words and sentences.
Near Vision — The ability to see details at close range (within a few feet of the observer).
Far Vision — The ability to see details at a distance.
Physical Effort
Physical effort for this position includes (but is not limited to)
- Climbing
- Reaching
- Walking
- Crawling
- Grasping and feeling with hands to perceive
- Kneeling
- Crouching
- Sitting down for long periods of time
- Balancing when walking around work sites
Travel requirement
- Occasional travel requiring overnight stay- Travel may be required based on operational needs.
Working Conditions
Seventy – five percent of the time (75%) will be spent in a non-smoking climate-controlled office environment and twenty- five percent (25%) will be spent outdoors at customer work sites. When working outside the position is subject to environmental conditions to include extreme cold and hot temperatures according to the season. Working outside also includes being exposed to chemicals, fumes, odors, dust, mist, and gases. The worker is subject to the noise level at which shouting is necessary to communicate. The noise level in the work office environment is usually moderate to quiet.
