Project Coordinator I

Job Summary

Project Coordinator provides complex administrative support to various members of the project team under the direction of the Office Manager. The Project Coordinator I will be responsible for project oversight and coordination of all its stages from inception to completion by inputting data, tracking, and monitoring control points and updates. Additional responsibilities include assisting with document management and tracking progress on projects. 

Key Responsibilities

Project & Workflow Management

• Intake new leads and jobs, entering all information across platforms to maintain a single, accurate source of data.
• Provide administrative assistance to Project Directors, Office Manager, and Project Management team. 
• Update daily crew logistics and job tracking information on our internal CRM (Salesforce)
• Manage billing and invoicing for assigned accounts, ensuring accuracy and timely submission.
• Prepare, submit, and track invoices for subcontractors and vendors
• Assist with office permits, city licensing, and project notifications
• Support office operations with general administrative tasks (scanning, data entry, scheduling, etc)
• Review completed project files for invoicing, ensuring all estimates, change orders, and close-out documents are accurate and accounted for.
• Perform other duties as assigned

Administrative Support

• Provide high-level administrative support to Project Directors and the Project Management team.
• Conduct quality checks of purchase orders and administer work authorizations/COSs as needed.
• Prepare job files and organize paperwork accurately using Salesforce.
• Transfer and upload photos into specific files to forward to corporate staff.
• Assist with reconciliation and sending billing reports to accounting staff by monthly deadlines and handle billing exceptions.
• Generate requests to ensure promptness on estimates.
• Attend all appropriate company training and monthly Admin Program meetings.
• Execute administrative support functions and perform special project assistance as needed.

Qualifications and Experience

• High School Diploma or equivalent.
• Proficient in MS Office (Word and Excel)
• Proficient in G suite (Gmail and Google Drive) 
• Strong attention to detail and ability to multi-task
• Minimum of 1 year of experience in a coordinator or administrative role.
• Industry experience preferred.
• Experience working in Salesforce, including generating reports (preferred).