Administrative Project Coordinator

PURPOSE:

As a project coordinator, your primary responsibility will be to provide administrative support to your assigned team and project a professional company image through personal and phone interaction and inner-office coordination while utilizing sound judgment in recognizing the scope of authority.

• Promote DDG’s core values, both internally and externally, and comply with the DDG Company Manual
• Manage and screen all calls, direct accordingly primary phone contact.
• Schedule meetings as needed.
• Conference room coordination.
• Assist in team travel arrangements as needed.
• Receive, sort and deliver mail.
• Maintain filing system organization for respective teams and individual projects.
• Assists department with transmittals and Fed Ex.
• Set up proposals.
• Completing and submitting Expense Reports
• Shop drawing management.
• Assist your organization as needed.
• Maintain deadline calendar and project status list for your department.
• Schedule and coordinate internal lunch and learns and continuing education seminars
• Order and maintain office supplies.
• Complete expense reports.
• Create transmittals and schedule Fed Ex deliveries, courier deliveries, and mail project documents.
• File, scan, and archive office files and project files.
• General clerical tasks for project managers
• Help manage your team’s individual continuing education records.
• Assist PM’s by drafting design proposals and amendments.
• Maintain proposal tracking system.
• Coordinate contract review for project managers.
• Manage project logs for construction administration that the receipt of pay applications and submittals.
• Assist the PM in preparing transmittals, reviewing documentation, punch lists, etc.
• Work with PMs and APMs to develop a reusable file structure template w/ typical document used on projects already saved in folders.
• Pick Up/ Drop off project related documents from clients, municipalities, etc.
• Manage approval agencies permitting systems including project submittals, tracking reviews and approvals.
• Assist in necessary project documents for project managers such as field reports, comment response letters, meeting notes, minutes, or agendas from DDG standard templates

• Ability to identify and solve complex problems.
• Excellent verbal and written communication skills.
• Ability to be both creative and analytical.
• Extremely detail-oriented and accurate.
• Proficiency in Microsoft Office Suite

• Associate degree in a relevant field, bachelor’s degree preferred.
• Experience as an administrative assistant.

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
• Must be able to travel to various project sites.
• Must be able to access and navigate job sites and construction areas.