Project Coordinator

Overview

The Project Coordinator will provide routine administrative support to internal and external project management team members. This position will collect, process, input, organize and file data and documentation from various sources to support administrative, documentation, data, reporting, compliance and communications needs of projects. All activities support the strategy, vision and values of JE Dunn.

• Utilize responsibility matrix (Work Smart) to ensure alignment with ongoing business process improvement efforts, supporting full project lifecycle.
• Collect, process, input, organize and file data and documentation from various sources and stakeholders as requested by the project management team in accordance with established business processes.
• Process information within specific time frames to maintain efficiency and timeliness.
• Provide timely and effective communication to internal and external stakeholders.
• Support project management during the bidding process, with deliverables such as creating bid invitations, preparing specification documents, addressing regulatory and compliance requirements, and creating, tracking and following up on bid communications.
• Support project management during the award process by issuing and/or preparing bond memos; setting up, issuing, and fully executing subcontracts; system access to dashboards.
• Organize information into standard formats and reports in various systems and locations (e.g., project dashboard, CMiC, electronic signature tools); maintain documents per established file structure.
• Coordinate submission of project documentation per project requirements. Prepare routine correspondence (letters, emails, meeting notes, proposals) and review outgoing materials for conformance with best practice standards and formats.
• Create and distribute potential change items (PCIs) and RFIs; follow up as needed to include pricing efforts and distribution of change orders.
• Assist with project deliverables, such as managing information on the project dashboard and electronically processing documents (e.g., submittals, pay applications, bills of sale, compliance documentation, RFIs and change documents).
• Track, monitor and collaborate with internal stakeholders to ensure necessary documentation (badging, certified payroll, diversity reporting, insurance certificates, bonds, lien waivers, affidavits, etc.) meets compliance requirements before releasing payments to subcontractors.
• Provide administrative support as needed, such as handling inquiries, scheduling, travel arrangements, and expense reporting.
• Share subject matter expertise to support teamwork and results; exercise discretion and handle highly confidential information.
• Demonstrate commitment to customer satisfaction, respond promptly to client needs, and manage challenging customer situations professionally.
• Meet client commitments, recognize and act upon service opportunities, and solicit feedback to improve quality and service.
• Support various administrative needs for the project team as needed.

• 2+ years of administrative or clerical support experience (Required).
• 2+ years of construction project support experience (Preferred).
• Ability to perform work accurately and completely, and in a timely manner.
• Communication skills, verbal and written.
• Proficiency in MS Office.
• Strong organizational skills.
• Ability to work collaboratively and cross-functionally to obtain information or solve problems in support of the team’s goals.
• Critical thinking ability.
• Attention to detail to deliver quality.
• Ability to learn and use a variety of software, tools and systems necessary to meet business needs.
• Knowledge of administrative, office and general billing procedures.
• Ability to build relationships and collaborate within a team, internally and externally.

Travel may be required and hours may be non-traditional to meet project needs. Normal office environment with potential exposure to extreme conditions. Typical activities include sitting and viewing a computer screen; may involve standing, walking, bending, climbing, reaching, pushing and pulling as needed.