Senior Project Coordinator

Job Description

Ryan Companies US, Inc. has an immediate career opportunity for an experienced Sr. Project Coordinator to join our National Mission Critical team.

Ryan Companies US, Inc. has an immediate career opportunity for an experienced Sr. Project Coordinator to join our National Mission Critical team. This individual will primarily act as liaison between Project Manager, Superintendent and subcontractors or other members of the team while performing general administrative duties related to projects.

• Internal and external customer assistance and service, along with processing RFIs.
• Manage all aspects of Shop Drawing and Design Document processes
• Create and distribute permit documentation, process project costs and owner invoices, and assist with pay-application process.
• Draft subcontracts and change orders for Project Manager review.
• Manage subcontractor insurance and registration process and project-specific invoicing.
• Maintain web-based project management system.
• Assist team with RFP requests as required.
• Manage project closeout process including creation and distribution of punch-lists and O & M manuals.
• Utilize integrated software systems to process and track subcontracts, change orders, drawings, RFI’s, submittals, invoices and insurance certificates
• Create and maintain project documents within predominately paperless office environment utilizing integrated software systems and network server file system
• Assist with the pre-construction efforts, as necessary. May assist with generating project proposals (i.e. RFP requests)
• Prepare trade contracts and bid packages and assist with procurement process
• Oversee shop drawing, submittal and construction drawing approvals, documentation, and coordination
• Maintain a current set of drawings and specifications at all times, clearly making these documents available to the project team, internally & externally
• Compose and/or edit communications (letters, memos, reports, procedures, etc.) as required by Project Manager/Project Staff
• General administrative duties, such as calendaring, correspondence, scanning, copying, data entry, supply requisitions, delivery coordination, etc.
• Act as liaison between project manager/project staff and others, such as Corporate Services, external contacts, customers, etc. Arranges and participates in internal project meetings in coordination with project team
• Quickly responds to any job-specific accounting questions or issues
• Assist with owner pay application preparation and processing to exact schedule requirements; assist with cost estimate database under the direction of the project manager
• Manage the project closeout process including punchlist data entry; creation of Operation & Maintenance manuals and the distribution of Record Drawings, as required
• May assist Project Manager/project staff in planning the work schedule and arranging for assignment of project personnel and equipment as needed to ensure project progresses on schedule and within prescribed budget, depending on project team
• Constant prioritization of workload is necessary to meet project goals
• Identify and implement cost or time savings measures
• As necessary, attend weekly meetings, generate minutes and distribute, as necessary

• At least 4-6 years of experience and have strong working knowledge of Microsoft Word, Excel, Outlook, and PowerPoint.

• Have experience in a construction environment and with accounting software systems.
• Carry a high level of professionalism, ability to communicate proficiently, both verbal and written.
• Possess strong attention to detail, proven customer service skills, and the ability to prioritize and be flexible in a fast-paced environment with competing…