Construction Coordinator I

Quapaw Nation Careers•Quapaw, OK

1d•Onsite

About The Position

Construction Coordinators can expect to work with teams of various sizes and budgets. Construction Coordinators should be optimistic, calm, and perceptive problem- solvers. Along with office/ administrative type job duties, construction coordinators will work with developers, workers, vendors, and contractors.

Requirements

Excellent written and oral communications skills.
Organizational and clerical skills.
Maintain a current driver’s license in good standing and qualify under the nation’s insurance policy.
Excellent mathematical skills: ability to compute rate, ratio, and percent and to draw and interpret bar graphs is preferred.
Excellent computer skills, specifically with Microsoft Excel and accounting software.
Ability to maintain a high level of confidentiality.
One to two years related experience and/or training; or equivalent combination of education and experience. Multi-state experience in accounting operations is a plus.
Minimum high-school diploma; Associate degree or equivalent from two-year college or technical school preferred.

Nice To Haves

Multi-state experience in accounting operations is a plus.
Associate degree or equivalent from two-year college or technical school preferred.

Responsibilities

Answer general QSA phone as needed.
Coordinate with QSA’s purchasing agent for files and office supplies.
Create / print binder labels, coversheets, dividers, business cards.
Attend and take notes during project meetings or monthly construction meetings, when requested.
Email correspondence and/or talk with vendors, contractors, tribe’s administration, maintenance, housing, and other departments as required.
Modify draft contracts in AIA software.
Draft contract exhibits in Microsoft Word.
Distribute executed copies of contracts.
Maintain historical scanned and hardcopy file system.
Request Certificates of Insurance (COI) from contractors when contracts are executed.
Review COIs for accurateness according to project requirements (contract exhibit).
Enter vendor/material invoices in both Microix and ProContractor software.
Enter contractor/subcontractor invoices in Microix.
Enter subcontractor invoices in ProContractor software.
Communicate with new vendors regarding payment and charge account authorizations.
Coordinate with main office to establish new vendor accounts when necessary.
Review invoices for tax exemption.
Request tax credits or invoice corrections, if needed, and track responses.
Assist in researching, requesting, and obtaining quotes for materials and equipment.
Ensure payment processing of all construction related invoices.
Assist contractors with their monthly billings and Owner Paid Material (OPM).
Learn and be able to explain the OPM process to vendors and contractors.
Scan material invoices and email them to responsible parties for OPM process.
Coordinate with QSA’s accounting department to process open payables when project pay applications are funded.
Print and scan drawings using the Plotter.
Save digital and hardcopy project files.
Assist in maintaining project files in an organized manner on the QSA server.
Become familiar with sharing data internally in Quapaw Nation’s OneDrive.
Coordinate with the Quapaw Nation IT department when file sharing externally.
Save project submittal digital files.
Track progress of submittals in Microsoft Excel once received.
Project Closeout – Create tabbed binders and organize closeout documents for Maintenance and Grant’s department, when required.
All other duties as assigned.