Construction Project Coordinator

Trimble • Full-time • Novato, CA, US • $70k - $80k / year • 6d ago

Job Description: Construction Project Coordinator

Reports to: Senior Project Coordinator & Controller

Overview Of Role

This full-time position is based at the Corporate Office in Novato, CA, and focuses on providing administrative support for construction projects. The individual in this role will play a key part in ensuring the successful execution of projects, maintaining smooth office operations, and efficiently managing both paper and electronic files. Additionally, the role includes tracking and coordinating various documents in close collaboration with project managers, subcontractors, and the accounting team.

Areas Of Responsibility

Collaborates with a team of Project Coordinators to ensure timely completion of administrative tasks in alignment with project schedules. Provides support to the department by producing subcontract agreements, change orders, client billing documents, daily reports, schedules, cost control documents, change-order tracking, and vendor/subcontractor tracking. Reviews incoming invoices before submission to Accounts Payable. Assists the project team with documentation preparation and ensures accurate record-keeping within accounting software.

Adheres to productivity, quality, and customer service standards, proactively addressing operational issues and identifying opportunities for work process improvements. Contributes to cost management by monitoring expenses and implementing cost-saving initiatives. Expands job knowledge by visiting project sites, engaging in educational opportunities, and gaining a deeper understanding of the division's operations.

Enhances the reputation of the department and organization by taking ownership of new and unique tasks, actively seeking opportunities to add value to work accomplishments. Performs other related duties and projects assigned.

Desired Qualifications / Skills

College degree or associate degree in Business Administration, Accounting, Construction, Engineering, or equivalent experience.

Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, SharePoint), as well as Adobe Acrobat Pro or Bluebeam.

Familiarity with web-based programs such as Monday.com, Viewpoint Spectrum, Elation Systems and/or Trimble ProjectSight is a plus.

Strong active listening skills, with the ability to focus fully on communication and seek clarification when needed.

Exceptional attention to detail and accuracy.

Excellent organizational skills and ability to follow up effectively.

Eagerness to learn and adapt to new systems and technologies.

ESSENTIAL DUTIES AND RESPONSIBILITIES Performs other duties as required and assigned

Quality: Coordinate and oversee construction activities and administrative tasks.
Communicate and guide subcontractors, check licenses, request for pre-qualification.
Prepare subcontracts and payment requests. Collect and keep track of invoices, lien waivers, insurance and W-9.
Verify all documents are fully executed. Provide account reconciliation as needed. Produce polished and businesslike reports.
Issue change orders and potential owner change orders (PCO) as needed. Calculate billings, re-allocations.
Communicate with the client and Architect. Maintain project directory and contract information.
Pre-lien all projects assigned. Maintain buy-out log
Costs: Monitor Draws, Change Orders, material purchases accurate cost analysis.
Schedule: Timeliness in all work products for Clients, Lenders, and other ownership parties
Complete monthly draw submission to lenders, including completed AIA G702-703 and all associated lien releases, invoices and change orders.
Submit a complete draw package in timely manner.
Coordinate and calendar draw meetings at the start of each job. Communicate with the owner's rep, the Architect and regards to the specific draw requirements.
Prepare AIA forms G702/G703; CO G701-2001; G704 -2000; G706 -1994; G706A -1994.
Complete warranty manuals that include a signed labor warranty from each sub as well as manufactures warranties of material /products provided to complete the project.
Work closely and assist Project Manager & Superintendent at the jobsite.
Communicate with Bonding Co, verify that invoices are paid, request Consent of Surety
Collect unconditional releases
Organize Projects folders to include:
Prime contract
Pre-liens
Notice to Proceed
All subcontracts (including change orders)
PGCC reallocation; Owner change orders
Insurance certificates
Notice of Completion
Review and analyze subcontractor GL, Auto and WC insurance and endorsements.
Verify it complies with PGCC requirements, communicate with the agents if necessary.
Review and analyze subcontractors billing packages before submitting to the lender
Post vendors, contracts, change orders, invoices and monthly draws on Spectrum accounting system.
Prevailing Wage: Assist and educate subs with all certified payroll-related questions, forms and procedures. Verify all subcontractors are aware of requirements. With each draw package, submit Prevailing Wage Certified Payrolls. Check rates
and dates and ensure the reports are complete and correct. Communicate with the payroll monitor. Review reporting on Elations, LCP Tracker and manual.