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Construction Project Coordinator

Location: Orange
Posted on: November 25, 2022

Job Description:

Administrative Tasks:

  • GoTo Meetings - Create, edit & manage, Set-up & Training
  • Troubleshoot GoTo Account issues with Citrix Tech Support
  • Coordinate Team Calendar
  • Create, edit & coordinate project & executive meetings as needed
  • Main point of contact for team member's whereabouts; receive/field calls/requests for their schedule
  • Manage Team's Tasks
  • Create new tasks from the team's notes, staffing meetings, etc., and coordinate action items with PMs.
  • Set up/Create new weekly/monthly meetings as needed
  • Create Folder Structure and Narratives
  • Act as Team's Administrator for Newforma
  • Set up projects and rules
  • Train new team members to keep the team up to date with software
  • Schedule internal Training/Workshops (GoTo, SCRUG, QA-QC, etc.)
  • Coordinate Conference Rooms with Front Desk
  • Coordinate and set up internal lunches with the project team as needed
    Project Tasks:
    • Create P drive and Public folders for new projects
    • Set up Projects in Newforma as needed
    • Draft Proposals and PSSA's and send them to Contracts Department
    • Work proactively with Contracts Department to ensure contracts are reviewed and executed on time
    • Work Proactively with Project Accounting Team to monitor budgets, and stay on top of change order needs
    • Create Fee Spreadsheets for project fees and consultant fees and send them to the Client
    • Create Scope of work/Deliverables document for proposals
    • Review zoning / jurisdictional / Specific Plan requirements of particular projects and note them on a spreadsheet or established form with references
    • Request Project Number from Accounting and assist the project team with correct usage/allocation of tasks on the timesheet
    • Point of contact between Client and Partner/Principal/PM for contracts & change orders
    • Follow up with Client on executed contracts as needed
    • Assist accounting with Consultant Invoice allocation for project contracts
    • Coordinate add services from billing drafts with the team and accounting for change orders if needed
    • Liaison between Partners, PMs, and Clients for project communication
    • Liaison between team and Contracts Department
    • Create and process consultant agreements-review/compare with client contract
    • Run project reports from Deltek Vision
    • Create, update and distribute:
    • Meeting Minutes/Memos for project meetings
    • Meeting Agendas for multiple weekly project meetings
    • Project directories for numerous projects
    • Design Change Log
    • New Change Order Items Log for Client review/approval
    • Maintain contact information for clients, consultants, and agencies in Outlook, Meeting Minutes, and Project Directory.
    • Create and update Project Drawings logs for Architectural and Consultant drawings as needed
    • Create transmittals
    • Create Crisp Repro orders - coordinate with Job Captain/Production
    • Construction Administration - RFI/Submittal Logging-Tracking - Coordinate with CA-PM
    • Coordinate & set up lunches for Client meetings as needed.
      Things we'd love to see:
      • Ability to simultaneously handle several tasks, prioritize and plan effectively
      • Ability to read and interpret documents such as contracts and other agreements
      • Ability to communicate and coordinate effectively with Partner(s) and other staff concerning designated tasks
      • Proficiency in office software applications such as Excel and Word
      • Customer Service orientation
      • Knowledge of clerical and administrative procedures
      • Any familiarity with Deltek Products, Newforma, Office 365, and Smartsheet is a huge plus

Keywords: ROTH STAFFING COMPANIES, L.P., A CALIFORNIA LIMITE, Orange , Construction Project Coordinator, Professions , Orange, California

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