Supervisor Project Coordination - Civil Engineering

General Responsibilities

Provide project delivery support including document control and administration, project tracking, project quality and consistency, and drafting communications resulting in great client experience.

• Provide oversight and supervision to a team of Project Assistants and Coordinators.
• Ensure document processes and systems comply with quality standards and project and program requirements. Evaluate and recommend changes to process to maintain compliance.
• Supervises the daily interaction of team with clients ensuring deliverables and expectations are met.
• Serves as a point of escalation for client issues.
• Monitors and provides status updates on portfolio of clients and projects to leadership and Operations.
• Reviews and provides feedback to team on project coordination activities including drafting proposals, project tracking, and contract requirements.
• Serve as a point of escalation to the team and partner with the National Account Manager on client experience.
• Partner with financial analysts/ accountants and the project team to support management of project Work in Progress (WIP), invoicing and Accounts Receivable (AR).
• Communicate with clients to obtain feedback on interaction and service provided by team.
• Develop and promote training to Operations on the use of Terracon client programs and systems.

• Provide oversight and supervision to a team of Project Assistants and Coordinators.

• Provide document control for projects per established processes to ensure adherence to quality standards and project requirements.
• Partner with financial analysts/ accountants and the project team to review project billing activity to ensure compliance with contract requirements and management policies.
• Track and route documents into internal and/or external systems complying with client protocols and requirements.
• Collaborate with local office/operations to complete document compliance of projects, aligned with scope and within schedule.
• Provide a variety of project support related tasks involving document management.
• Manage document processes and systems to support control and availability of project and client documentation to local office/operations.

• Provide support for more complex and larger clients and/or projects/programs.
• Assist and support for overall project delivery (cost, schedule, quality, information, contracts) on multiple project assignments.
• Partner with financial analysts/ accountants and the project team to assist with oversight of management and tracking of budgets and schedules.
• Works with client to access and work within external systems, if applicable and required.
• Schedule and communicate with the client regarding project report status and delivery schedule.
• Receive, process and forward client opportunities/requests for proposals and task orders to offices to initiate proposal process or work authorization and follow-up as needed.
• Coordinate proposal/opportunity response with local offices, including coaching them on key client requirements
• Maintain spreadsheets or other tracking systems regarding status of proposals and projects.
• Assist with updates to Terra Net resource sites and/or CRM with client specific requirements, templates, communication, etc., related to scope, pricing, delivery, quality, as well as maintain and update key client contacts associated with the account.
• Interact with key client contacts as needed or as directed.
• Keep appropriate project team members informed of status, delivery issues, and other areas as needed.
• Maintain updates to project status including timelines and deliverable dates and financial data.
• Works with offices to ensure that client specific requirements are understood and followed.
• Works with offices on change order requests to ensure timely delivery to client and approval.
• Partner with financial analysts/ accountants and the project team to support proposal and project registration setup as needed.
• Work with NAM to develop/maintain any Program Manual or related documents.
• Support project/program leadership with client communication plans.
• Maintain, communicate, and track milestones to project team.
• Support project/program manager with resource management and resource assignment.

• Maintains and updates the Terracon Client Portal, as applicable.
• Provides training and coaching to operational project managers and team members on the use and applicability of Compass to enhance the Client Experience.
• Works directly with Terracon Client Service Managers and/or Client Service Specialists to incorporate and progress the use of Compass, both internally and externally.

• Follow safety rules, guidelines, and standards for all projects. Participate in pre-task planning. Report any safety issues or concerns to management.
• Be responsible for maintaining quality standards on all projects.
• Perform other duties as assigned.

• Associate’s degree and 7 years related experience. Or in lieu of a degree, a minimum of 9…