Facilities Construction Project Coordinator Senior

Provides Project Administrative support to the staff of the Planning, Design and Construction (PDC) Department. Ensures timely and accurate flow of construction project-related information and documents for approvals and action to keep the project moving, such as processing funding, contracts, purchase requisitions, invoices, regulatory compliance documents; status updates and metrics. Additionally, performs daily database administration duties ensuring the Departments Project Management Control System (eBuilder eB) is properly integrated with the Companies Financial Control System (People Soft PS) for financial control of the projects funding.

Reviews Project requests and completes the project creation process, ensuring correct approvals and financial information for project setup in eB. Rejects requests not meeting requirements and starts the estimating or small project PO process when project setup is complete. Reviews Project Funding requests for correct backup and approvals and enters as a PS funding requisition. Ensures PS entries have proper capital accounting and eB integration codes to keep the financials system synchronized.

Notifies Project Manager and IT when funding is approved. Reviews Service contract requests for proper sourcing approach as required by our Construction Project Execution Policies. Coordinates Procurement Department’s approval for contracts requiring Capital Authorization documentation. Maintains approval documentation with the requisition when inputting into PS. Ensures PS entries have proper capital accounting and eB integration codes to keep the financials system synchronized.

Forwards approved PO’s and Contracts to Service Providers upon approval. Coordinates Procurement Department’s approval for equipment requiring Capital Authorization documentation. Maintains approval documentation with the requisition when inputting into PS. Ensures PS entries have proper capital accounting and eB integration codes to keep the financials system synchronized. Performs initial review of Construction Manager AIA Type Payment Applications to expedite PM approvals.

Requests missing information prior to forwarding to PMs for approval. Prepares Notice of Commencements as required. Notarize and forward to the projects CM to file with the County. Performs A/P Invoice Reconciliation. Work with AP and Procurement when Kofax or AP creates errors on invoice matching in PS. Identify correct lines for charges to ensure we are not over billed. Performs project closing review and reconciliation when projects are completed.

Ensure all commitments are complete or get documentation to reduce unused portions. When complete close project in eB and forward information to Property Accounting for PS closing of the project. Supports Contractor badging process by showing the training video, conducting and grading the test and coordinating badging with security. Supports the regulatory compliance process by providing draft compliance reports one week prior to reporting dates to remind staff to complete their compliance paperwork.

Pull and report all compliance metrics into BWise as required. Generates and distributes the Monthly Project Status Reports to Administration as required. Generates Monthly Project Volume and Performance Metric reports for the Department. Performs the following eBuilder database administrations tasks to ensure a stable and accurate system:
Daily PS to eB integration process review; verify successfully completed, resolve rejects, work with PS and eB IT as needed. Daily process administration review to ensure all processes have actors and resolve where missing. Monthly Data scrubbing to ensure all projects have complete data prior to…