Construction Project Coordinator

Job Summary:

Responsible for providing technical and administrative support to the field and operations staff.  Supports the overall assignment, set-up, communication, scheduling, coordination, preparation, and completion of each assigned project task, reporting all findings to clients and/or management.

CORE Essential Duties and Responsibilities

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

1. Coordinates and communicates schedules with all vendors, clients, and internal and/or external team.
2. Develops reports defining project progress, problems, and solutions to present to stakeholders. Tracks data through web-based project management tools.
3. Ability to communicate clearly and succinctly with all stakeholders. 
4. Receive and disperse Client Supplied Material (CSM).
5. Contact municipality departments for project information.
6. Perform special projects as assigned by the leadership team to capture additional requirements or satisfy client needs.  
7. Assists in identifying opportunities to improve efficiency and technological solutions.
8. Protects operations by keeping company information confidential.
9. Delivers outstanding customer service through timely response and proactive solutions to clients’ needs.
10. Demonstrates BV’s guiding principles in support of the company's strategic goals.
11. Follows all documented policies, Standard Operating Procedures, and Work Instructions applicable to the position and support of BV's quality standards and strategic initiatives.
12. Maintains safe and clean work area by complying with all procedures, rules, and regulations.
13. May be required to work overtime with prior authorization from supervisor.
14. Must be able to meet the physical demands of the job.

Division / Role Specific Essential Duties and Responsibilities

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Project Management division -- Project Coordinator Level 1 and Level 2:

1. Develop and maintain a robust network of qualified subcontractors, coordinating contract administration, purchase order creation, and ensuring vendor performance through rigorous SLA tracking using the PMO Vendor Partnership Program App.
2. Conduct comprehensive profit and loss (P&L) margin analysis by comparing actual performance against anticipated outcomes, driving operational efficiency and strategic financial insights. Proactively identify, track, and resolve project risks and change orders, ensuring transparent communication with project teams and clients throughout the process.
3. Lead project meetings, capture and validate meeting minutes, and facilitate effective communication among stakeholders, leveraging AI-assisted documentation tools to ensure accuracy.
4. Manage material flow and project logistics by collaborating with general contractors and vendor partners, identifying potential delays, driving timely issue resolution, and maintaining rigorous data integrity through quality control processes.
5. Provide comprehensive support in managing project and program scopes and schedules, ensuring alignment with strategic objectives and operational requirements.

Project Management division -- Project Coordinator (Permit specific):

1. Coordinates contract administration, purchase orders, and change orders.
2. Assist in developing a network of qualified subcontractors to support operational services.
3. Set-up of projects in digital writing platform to ensure proper communication and data flow.
4. Carrying out permitting due diligence, compiling submittal packages and managing submittal/approval activities. 
5. Knowledge of basic site development procedures, blueprint reading, mathematical skills, and map reading (as necessary).
6. Conduct and document permit requirements and code research, confirming needed deliverables for obtaining approval in project jurisdictions.
7. Prepare submittal packages for a variety of project types.  This includes coordinating plans, signatures, and managing payment of fees.
8. Maintain excellent communication with jurisdiction and project stakeholders to monitor progress and streamline the permitting process.
9. Understand the scope of work and its relationship to permitting/approvals.
10. Prepare comment/response letters for resubmittal and coordinate the responses with the client, architect, engineer, landlord, and/or contractor.
11. Assemble contractor notification packages to relay critical requirements of permit.
12. Assist as directed in all other permitting related activities.

Transactional division specific:

1. Set-up of projects in digital writing platform to ensure proper communication and data flow.
2. Researches project and municipality information, provides project mapping to field staff, and tracks project progress.
3. Pre-reviews appendices for portfolio projects to assure consistency and quality.
4. Assists with resolving general issues regarding point of contact(s), site information, client delivery and field management. 
5. Assists with client follow-up with regards to projects on-hold or awaiting final deliverables.
6. If applicable to the project, prepares Asbestos Operation and Maintenance (O&Ms) and other report deliverables.
7. Assists the field team in mandatory safety training and timesheet submittals.

Transactional division – ALTA specific (Survey / Project Coordinator Level 1 and Level 2):

1. Coordinates contract administration, purchase orders, and change orders.
2. Assist in developing a network of qualified subcontractors to support operational services.
3. Set-up of projects in digital writing platform to ensure proper communication and data flow.
4. Research project information and gather required documents from client supplied material (CSM) or municipalities to assist in completion of survey/zoning compliance reports.
5. Reviews, understands, and interprets municipal survey/zoning codes.
6. Sets up projects in nTel accurately and in timely manner to ensure there are minimal to no delays are incurred by the rest of the survey/zoning teams.  Ensure project information in nTel remains consistent with Vision, P-Drive, and SharePoint, including but not limited to entering and updating client, vendor, and sales lead contact information associated with projects.
7. Tracks project progress to ensure engaged work is on pace to deliver on-time and can assist with resolving general issues regarding point of contact(s), site information, client delivery and field management. Communicates scheduling delays/issues to Sr. PC/PM
8. Notifies and communicates to all relevant team members when any newly uploaded information to nTel and/or P drive.
9. Assist with vendor recruitment and onboarding into FLEX, whilst maintaining vendor compliance with BV to ensure efficient bid, assignment, and payment for future work opportunities.
10. Obtain pricing and timing from applicable vendors for proposal opportunities based on client/internal communications for services requested.
11. Coordinates on-site schedule between recommended vendor with point-of-contact (POC).
12. Uploads and disseminates client supplied materials (CSM) to the team and vendors and final deliverables to the client.
13. Reviews and interprets client comments before sending to the vendor.
14. Prepares and submits contractual reporting and deliverables to the Client that are non-technical (example: reliance letters). Performs survey/zoning reports/summary, technical reviews and other services related to due diligence of commercial real estate. Forwards deliverables received from vendors for technical review as needed.
15. Assists with client follow-up with regards to outstanding proposals and awarded projects on-hold or awaiting final deliverables.

Transactional division -- Zoning specific (Municipal Researcher, Technical Writer):

1. Conducts document research of all client supplied materials (CSM).
2. Submits and tracks check requests for municipal data/information critical to zoning work and site-investigation reports (SIR).
3. Tracks and procures all pending data/information from municipalities to complete zoning and SIR reports.
4. Provides flexible capacity to RFP Team for processing/obtaining FLEX IDs when onboarding new vendors.
5. Writes technical zoning reports and SIRs, using information gathered by municipality researcher(s).
6. Pro-activity communicates information needed for report completion, as well as expected delays when encountered to key stakeholders.
7. Conducts report revisions as more municipal information is provided post-delivery.
8. Provides zoning-related information verbally and/or electronically directly to the Client.
9. Leads point on client questions and request related to zoning reports post-delivery, and delegates follow up instruction where needed to bring resolution.
10. Identifies and communicates efficiencies that can be captured in workflow(s).

Asset Management division -- Project Administrator (level 1) specific:

1. Monitors field resource licenses and qualifications. Specific licenses include but are not limited to: Registered Architect, Professional Engineer, Certified Energy Manager, BPI Building Analyst, HERS II Rater, HERS Building Performance Contractor, Multifamily GreenPoint Rater, Certified Energy Engineering Professional, and/or ADA certification (such as ADAC, CASp, TX RAS, IBC Certified Inspector Plans Inspector).
2. Assists with documenting and reporting on program expectations/requirements.
3. Partners with operations to address client comments or questions.
4. Assists with project set-up and project delivery ensuring the project is executed according to contractual requirements.
5. Assists with resolving general project issues regarding point of contact(s), site information, client delivery and field management.
6. Assists with client follow-up with regards to projects on-hold or awaiting final deliverables.
7. Creates and manages purchase orders submitted for subcontractors in applicable databases.
8. May participate in client kick-off calls with operations and/or sales team.
9. (Applicable to Resourcing PC only) Coordinates scheduling activities with clients and communicates scheduling assignments with field team.
10. (Applicable to Resourcing PC only) Tracks activity of field staff and ensures maximization of resource activity and work assignments.
11. (Applicable to Project Administrator only) May be required to manage stock of physical materials in the Maryland office.  This includes managing and shipping field supplies, barcodes, and iPads for field work.

Asset Management division -- FedGov specific:

1. Assist in booking travel arrangements for employees, including researching price comparisons for airlines, hotels, rental cars, and trains. Ensure all travel arrangements are accurate and within policy requirements.
2. Advise employees on travel policies and visa requirements for work outside of the United States.
3. Maintain a database of employees’ travel-related details.
4. Ability to handle and resolve travel-related issues or emergencies quickly and efficiently.
5. Manage travel expenses, and receipts to ensure they are accurate and within policy requirements.  Manage multiple client invoices per base to ensure all reimbursable expenses are billed timely and accurately to the client.
6. Communicate travel policy compliance to employees and Alliance Partners.
7. Manage and coordinate company travel safety programs, including travel insurance programs available to traveling employees.

Wolfpack division – Project Support Associate specific:

1. Contacts various municipalities to collect building, zoning, and fire code research.
2. Conducts vendor calls on equity level reports and add findings to the documents.
3. Enters data collected in the field into a computer-generated report template.
4. Assists in report writes and preparation of report deliverables.
5. Train new Project Assessors and Project Support Associates in tech writing.
6. Send review notes to Project Assessors on summary of writes and incomplete information for final review and edits prior to submission.
7. Enter and/or forward compliance information into reports or to the SEC that arrives after report is submitted.

Field Management – Project Resource Administrator (level 1) specific:

1. Assist field and operations teams with administrative support of projects from initiation to close-out.
2. Assist with documenting and reporting on project expectations and requirements.
3. Receive, organize, and disperse Client Supplied Material (CSM) and prior reports.
4. Maintain administrative data in scheduling and accounting tools to include schedule data entry, qualification updates, Internal Due to Client changes, reviewer updates, project details, project confirmation, and Project Work Plan release.
5. Attend internal and external calls and assist with documenting and reporting on project expectations and requirements.
6. Establish contact with the property representative to schedule site visits.
7. Source projects with consideration of efficiencies in travel and department productivity, under the direction of Field Operations Lead or Manager.
8. Maintain knowledge of part-time employee and subcontractor availability and update scheduling tools to reflect flex capacity availability.
9. Initiate and communicate purchase orders.
10. Maintain field resource licenses and qualifications in scheduling databases.

Supervisory Responsibilities

This job does not have specific supervisory responsibilities.

Skills

The requirements listed below are representative of acquired skills required.

• Language Ability: Ability to read, analyze, and interpret project/technical documents, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from clients, peers, and technical field staff. Ability to tailor presented information of or query response to receiving party.

• Reasoning Ability: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions and deal with several abstract and concrete variables.

• Technology Skills: To perform this job successfully, an individual must be proficient in operating a computer, having knowledge of word processing software, spreadsheet software, and project management software.

Competencies

The requirements listed below are competencies required to perform the job successfully.

• Time management skills
• Active listening skills
• Critical thinking skills
• Problem solving skills
• Oral and written communication skills
• Ability to motivate, develop, and direct people
• Ability to work independently, as well as in a team environment.
• Ability to work in a constant state of alertness and safe manner.
• Must have a cell phone and supply your own internet service.

Education, Certifications, and Experience

Education and/or Experience:

High school diploma or General Education Diploma (GED) required with some college preferred, and minimum of two years of administrative type experience.

Certificates, Licenses, Registrations:

None required.

Physical and Environmental Conditions

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the office/offsite duties of this job, the employee is required to:

• Operate a computer (up to 100% of workweek)
• Regularly required to use hands.
• Repetitive use of hands/fingers for keyboard interaction (frequently)
• Talk and hear
• Frequently required to stand, walk, sit, talk and hear.
• Occasionally required to reach with hands and arms, climb or balance, and stoop, kneel, crouch, or crawl.
• Must occasionally lift and/or move up to 10 pounds.
• Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.
• The noise level in the home or company office environment is usually quiet.
• Ability to successfully work from remote location.

Travel Requirements

Travel as indicated in the essential duties and responsibilities section.