Construction Materials Services Group Coordinator

SME•Saginaw, MI

9d•Hybrid

About The Position

The Construction Materials Services (CMS) Group Coordinator supports the entire CMS Group by managing various operational tasks. This role involves managing resources, standardizing processes, and supporting group-wide initiatives and activities. The CMS Group Coordinator ensures smooth operations within the CMS Group and helps maintain consistency and efficiency across different teams and offices.

Requirements

A minimum of 5 years of previous administrative work in a construction or AEC consulting environment or, 3 years of project coordination or project management experience, or a bachelor’s degree in business administration, construction management, or similar related field and one year of coordination or project management experience.
Basic understanding of how the construction project process works.
Willing and able to travel overnight approximately 15% of the time, including participation in seasonal office visits across SME's CMS operating region, strategic planning meetings, training events, and other business needs.
The ability to solve complicated problems and apply project management methodologies.
Skilled in dealing with tight deadlines and ability to work independently and prioritize efforts based on deadlines. (Projecting long-lead and short-lead times for the project team and taking ownership to ensure deadlines aren’t missed).
Demonstrated experience and skill in planning, organizing, preparation and project execution capabilities.
Demonstrated ability to execute and successfully achieve objectives in a dynamic, fast-paced environment.
Excellent interpersonal and teamwork skills, responsiveness, and follow-through abilities.
Professional oral and written communication skills.Ability to present information in a clear, concise way.
Advanced proficiency in Microsoft Office (Word, Excel, Outlook, Planner, Teams, etc.)
Ability to learn and independently utilize various client-based File Transfer Protocol (FTP) sites such as Procore, Building Connected, Autodesk, Bluebeam, etc.

Responsibilities

Creates and manages centralized equipment and supplies inventory for the CMS group. Negotiates discounted rates with vendors and manage/track purchases. Tracks and manages equipment for the group in all office locations.
Collaborates with the Administrative Services team to standardize, implement, and maintain CMS operational processes across the group, including project registry, trip tickets, reports, timesheets, preliminary invoice review, client invoicing guidelines, AR follow-up/tracking, and contract administration, while providing training and support on new and updated procedures.
Assists with the standardization, organization, and maintenance of CMS contracts, references, guides, SOPs, and templates, ensuring documents are current, appropriately categorized, and readily accessible to staff. An administrative controller of CMS reporting software. A “Super User” focused on leveraging the system to its fullest. Responsible for weekly QA/QC auditing of billing units. Regional Training Leader (RTL) program coordination, minutes, document creation and follow up.
Coordinate and attend seasonal office visits (including 2-3 weeks of out-of-town travel, three times per year), annual strategic and business planning activities, Summit meetings, etc. with CMS Leadership Facilitating, preparing and coordinating meetings noted above and documenting initiatives and operational activities for the group using Microsoft Planner (or similar productivity software) Support change management by bridging communication and coordination with SME’s Corporate Services Teams (admin, marketing, accounting, etc.). Advocate for those groups by identifying challenges/hurdles imposed by new ideas/processes/technologies and help the stakeholders find wins for all parties.
Coordinates CMS Leadership (including the Business Unit Leader, Group Leader, Chief Engineer and Assistant Group Leaders), calendars, meetings, travel, and scheduling priorities. Prepare meeting agendas, presentations, reports, meeting minutes, follow-up communications, and action item tracking to help ensure leadership initiatives and commitments are executed effectively. Help leadership with drafting, proofreading, and coordinating internal and external communications, presentations, business planning materials, and special projects. Coordinate and track leadership action items, deadlines, strategic initiatives, and operational priorities while maintaining confidentiality and professionalism with sensitive business information.
Coordinate, track and manage recruiting and staffing efforts for the CMS group.
Serve as a liaison between group and RSO/Safety for Nuclear Density Gauge needs. Track and manage the Technical Skills Assessment process in coordination with the CMS Chief Engineer and RTL’s. Coordinate and support HR with HRIS certification updates.
Coordinate and monitor compliance with master agreements and most-recent negotiated contracts (ITC, Consumers Energy, U of M, etc.) across all office locations and CMS Project Managers (PM’s). Track and ensure application of fee escalators on multi-year projects. Support CMS PM’s by completing project kick-off tasks, including filling out registry forms, drafting letters and cost templates, reviewing client proposal requests, verifying the appropriate setup of projects with respect to financial requirements (I9 forms, portals, check run dates, etc) and attending pre-proposal and progress meetings. Prepare subcontractor contracts and task orders, track report status, and arrange equipment/vehicles for field teams. Review and refine reports, provide feedback, and complete periodic audits of project closeout activities. Take meeting notes, ensure deadlines are met, respond to emails, texts, and calls promptly.
Draft and proofread email responses, communications, and client feedback items. Coordinate communication between PM’s, engineers, field teams, administrative staff, and clients. Help clients solve problems related to invoices and payments. Track overall report delivery progress/regression by group and office. Track Clearly Rated survey positive and negative responses for trends and compile service improvement recommendations. Tracking client development activities across the CMS Group.