Project Coordinator – Infrastructure Engineering Consultant

Responsibilities

• General team support:
  Document proofreading and editing
• Compile, create, revise, format and edit documents using Microsoft Office Products.
• QC check data, tables, formulas and formats within spreadsheets for accuracy.
• Organize and support regular technical meetings, assist in note taking.
• Identify and recognize when assistance would benefit the team; be proactive.
• Training Project Assistants.
• Pursuit Support: BST
  10 Smart Client:
  Setup Opportunity with assistance from Project Director (PD), Project Manager (PM) and/or Project Administrator (PA).
• Setup Pursuit Numbers.
• Submit contracts for review.
• Develop draft teaming agreements as directed by PM for legal review.
• Developing and updating project plates for marketing.
• Writing and updating resumes for specific pursuits.
• Assist PM maintaining JV agreements and preparing modifications throughout project or contract.
• Project Setup: BST
  10 Smart Client Setup Project number in BST with assistance from PD, PM, Project Financial Analyst (PFA) and/or PA.
• Setup budget worksheets with assistance from PD, PM, PFA and/or PA.
• Develop resource plans with assistance from PD, PM, PFA and/or PA.
• Maintain on-call contract sheet, maintain costing sheets with correct rates for team to use for cost estimates, track overall contract budget.
• For each project, setup vendors and subcontractors by organizing, obtaining and submitting the following:
• For vendors:
  Obtain fee proposal.
• Assist PM in obtaining new vendors/subcontractor W9s.
• For subcontractors:
  Obtain certificates of insurance.
• Obtain fee proposal.
• Assist in assembling subcontractor contract and obtain necessary signatures.
• Assist PM in obtaining new vendors/subcontractor W9s.
• Project execution support:
  Organize and set up project meetings.
• Maintain electronic files (Q drive folders).
• Prepare meeting notes and distribute.
• Prepare transmittals.
• Assist PM in the review of subcontractor invoices, review of the prebills, preparing progress reports, both financially and project related.
• Online delivery of large project files via Newforma system.
• Assistance with QMS items: project folder set-up and maintenance, preparation of Project Plans and Project Quality Plans.
• Communications with Project Team (Client, subconsultants, etc.) – Following up with Clients.
• Project Closure:
  Assist PM with project closure report and closure activities.
• Coordinate and archive closed projects and files according to procedure.
• Bid Support:
  Assist PMs as needed with creation of bid documents utilizing M&N & client templates, advertisement, distribution of Addenda and project documents to bidders, pre-bid meeting room set up & recording of bids.
• Construction Support:
  Receive and process construction RFIs and submittals, work with PM to collect input, edit and issue responses, update status log, and archive final documentation.
• Work with PM & IT to set up new projects in Newforma.
• Set up new projects in Newforma.
• Closeout Documentation and Archiving:
  Request, receive and file closeout documents from Contractors throughout the project to ensure submittal compliance.
• Organize and assemble project documents for turnover to the client at the end of the project.
• Prepare and assemble client specific final project closeout reports.
• Coordinate and archive closed projects and files according to procedure.

Other duties:
Please note this job posting is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

• Bachelor’s Degree in a related field or relevant experience; required.
• 5-10 years of experience in Project Administration; required.
• Experience working in Engineering or Construction Services; preferred.
• Experience with A/E contract and terms; required.
• Excellent communication skills and able to meet deadlines in a dynamic environment with multiple project responsibilities.
• Self-motivated, highly organized, positive, and takes pride in work and being an integral part of a committed team.
• Microsoft Office Professional skills with intermediate proficiency in Word, Excel and PowerPoint.
• Proficiency with Adobe Acrobat Professional, Bluebeam, Newforma, Microsoft Windows, Explorer, Teams and Zoom.
• Experience with BST or similar ERP.
• All new hires will be required to successfully complete and pass a pre-employment (post offer) background check in compliance with NIST 800-171.
• Moffatt & Nichol uses E-Verify and employment is contingent upon the legal ability to obtain employment in the U.S. and to present the required documentation at hire.