Project Coordinator II

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 II 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 program updates. Additional responsibilities include assisting with document management and tracking progress for program estimates. This position requires independent decision-making regarding job assignments and communication to all stakeholders during the job process.

Key Responsibilities

Project & Workflow Management

• Intake new leads and jobs, entering all information across platforms to maintain a single, accurate source of data.
• Make decisions regarding project assignment to Project Directors to ensure proper project workflow.
• Schedule initial inspections during the initial phone call to ensure parameters are met and provide a single point of contact.
• Update platforms (XactAnalysis, Symbility, AlacNet) to meet program timelines for customer contact and site inspections.
• Upload work authorizations and insurance-specific documents promptly to facilitate the release of funds.
• Assist with securing third-party mortgage authorizations, coordinate mortgage inspections, and manage check endorsements.
• Conduct weekly audits of team dashboards to ensure updated dates, uploaded documents, accurate estimates, and draw payments.
• Monitor JobTrack to ensure assignments are compliant and input job-specific milestones.
• Review daily reports and the TPA/Contractor Connection Dashboard to maintain compliance, resolve discrepancies, and notify billing of any disputes.
• Monitor job progress for USAA checks to ensure timely endorsement at final walk-throughs and verify check amounts against estimates.
• Review completed project files for invoicing, ensuring all estimates, change orders, and close-out documents are accurate and accounted for.
• Serve as point of contact regarding status of all jobs in the location and present during production meetings.

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.
• Develop staff meeting agendas for production meeting logistics.
• Reconcile and send 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.
• Minimum of 4 year of experience in a coordinator or administrative role.
• Construction industry experience preferred.
• Experience working in Salesforce, including generating reports (preferred).

TRAVEL & WORKING CONDITIONS

• Travel is minimal for this position.
• This position requires sitting for long periods of time and looking at monitors along with typing for extended periods of time.
• This position may require occasional flexibility in schedule to address urgent or time-sensitive employee relations matters.
• Work is performed in a professional office environment.