Project Engineer, Office Administrator​/ Coordinator

Gallant Commercial
4321 Directors Row
Houston, TX 77092

Position Overview

Assists Project Manager and APM with the documentation and administration of the project. Responsible for processing/filing project management documents (RFIs, Submittals, COs, Meeting Minutes, Contracts) as assigned by the Project Manager. Manages internal administrative processes for project as well as provides high-level organization and administrative support to Project Team

Key Responsibilities (Essential Duties and Functions)

• Manages and coordinates project administrative tasks as required for successful project delivery, such as issuing subcontractor Notice to Proceed, assist in issuance of Work Orders, maintaining project directories, processing submittals, documents, and files
• Manages the project specific insurance documentation for Gallant and subcontractors performing work on the project site
• Assist Project Manager in assembly of monthly project reports for internal and external team members and Client
• Assists in scheduling of project meetings and events including printing agendas, attendees, meeting space and supporting documents or technology
• Order and distribute Drawings to team
• Assist the team in the Project building permitting process
• Provides support to the Project Manager in the bidding process distribution of RFP/ITB package, confirmation of subcontractor participation, tracking and distribution of Pre-Bid Clarifications & Addendums

• Initiates set-up of Project systems/Folders (Project files on N: Drive, project number, Plan Grid accounts/content, project directories, document templates and files)
• Manages (or confirms) the required subcontractor and vendor set-up information is communicated to accounting
• Assists with preparation and coordination of proposals, manuals, and proposal presentations
• Coordinates and participates in internal project kick-off meetings

• Track all project related invoicing and process accordingly (approved and/or rejected) as determined by the Project Manager
• Reviews and understands Project Scope of Services within the Project Contract to help ensure project team delivers expected services
• Assist APM with updating project tracking logs (RFI, Submittal, Subcontractor CO, Quality…) and review, distribution and filing of such project documentation
• Lead the Project Closeout Process and responsible for the tracking, completion, and timely delivery of information to Gallant team for review and confirmation
• Support the financial closeout of project Subcontractors and Vendors in obtaining retainage payments and all necessary Lien Waivers and warranty documentation

• Builds effective relationships with project team and all Gallant employees that reflect and support company core values and foster a positive work environment
• Actively participates in company and community events to enhance company image and build internal relationships

• Promotes our principles, communicates our vision and purpose through service to our Clients
• Serves as a role model and promotes professional behavior
• Participates in personal career development through “on-the-job” training, attends internal training programs as offered and assists in the development of new employees

Perform miscellaneous duties as assigned by the Project Manager