Project Coordinator

Job Title:

Project Coordinator

Job Description

The Project Coordinator supports critical engineering and construction projects by coordinating project team activities and managing project logistics. This role works closely with Project Managers to organize project meetings, track budgets and costs, and oversee the full work order process from creation through in-service and closeout. The Project Coordinator also mentors and trains less experienced project coordinators, helping to build a strong, collaborative project support team.

Responsibilities

+ Coordinate project team activities and provide day-to-day support to Project Managers for project logistics and administration.

+ Prepare cost re-projections and explain budget variances related to project spending to support financial transparency and control.

+ Monitor project budgets, projections, and cost tracking, and perform detailed cost analysis to support effective project financial management.

+ Prepare contract requisitions and participate in the bidding process to support contractor selection and procurement activities.

+ Assist in preparing Requests for Proposal and Scopes of Work, prepare bid evaluations, and support the analysis of bid results and contract awards.

+ Coordinate project meetings, including strategy and project planning sessions, kick-off meetings, pre-bid meetings, preconstruction meetings, and ongoing status meetings.

+ Work closely with project team members and communicate on behalf of Project Managers with internal stakeholders such as technical representatives, engineers, and designers.

+ Support Project Managers in preparing and updating project documentation, including project lifecycle management plans, communication plans, checklists, project review board requests, safety plans, and project completion punch lists.

+ Coordinate project logistics, including arranging temporary office and jobsite facilities, securing electricity, permits, and laydown yards, and ensuring project sites are properly set up.

+ Prepare re-projections of project spending and cash flows, monitor budget variances, and perform cost tracking and analysis to support financial reporting.

+ Provide analysis and verification for financial control activities, including those related to compliance and internal controls.

+ Track, analyze, and submit information for un-vouchered liabilities, ensuring accurate financial records for project-related obligations.

+ Develop invoice data for billable work orders and support timely and accurate billing processes.

+ Create contract requisitions and coordinate with supply chain teams to facilitate contract creation, updates, and administration.

+ Work directly with contractors on items such as un-vouchered liabilities, invoices, contracts, proposals, affidavits of completion, and retention requirements.

+ Coordinate the full work order process for projects, from creation of work orders through in-service placement and closing.

+ Prepare work order analysis reports and place work orders in service in a timely and accurate manner.

+ Prepare journal entry reclassifications related to project costs and ensure proper accounting treatment of project expenditures.

+ Complete the Major Plant in Service report and other project completion documentation as needed.

+ Mentor and train less experienced project coordinators, sharing best practices and supporting their professional development.

Essential Skills

+ Bachelor's degree or Associate's degree in Construction Management, Engineering, Accounting, or Business, or equivalent education and experience.

+ At least three years of experience working on project budgets, financial projections, and cost tracking and analysis.

+ At least three years of experience working with accounting principles, including debits and credits, in a project or financial environment.

+ Strong proficiency with Microsoft Office applications, particularly Excel, including the use of databases and pivot tables for data analysis and reporting.

+ Experience working with financial costing software to track, analyze, and report project costs.

+ Demonstrated ability to coordinate multiple project activities and logistics…