Engineering Project Coordinator

Madison, City of•Madison, WI

2d•Hybrid

About The Position

The City of Madison Engineering Division is seeking a highly organized and detail-oriented Project Coordinator to provide paraprofessional administrative and project support throughout the project lifecycle, from bidding through job closeout. This position supports project management and contract administration activities, including coordinating project information, maintaining project documentation, supporting bidding and contracting processes, and using Autodesk Construction Cloud (ACC) to manage project records and workflows. The position works with a high degree of independence and discretion to establish and maintain effective administrative procedures, methods, and controls that support the Division’s project operations. Applications received from this posting will be used to fill the current vacancy and create an eligibility list for vacancies that occur within this classification in the next six (6) months. The City of Madison strives to provide exceptional customer service to all its residents and visitors. Therefore, successful candidates will have demonstrated ability to work effectively with multicultural communities. We value the unique blend of lived experiences and diverse perspectives that comes from non-traditional education pathways and the variety of transferrable skills each candidate brings to the table. We value diversity, equity, inclusion, and belonging. Even if every item on the job posting doesn’t match your experience perfectly, we encourage you to apply and share how your skills and experience can best serve our community.

Requirements

Four (4) years of experience in applying office practices and procedures.
Four (4) years of experience in applying computer software applicable to the duties of the position including Microsoft 365, ACC, and Sharepoint.
Two (2) years of experience in applying business administration principles and procedures.
Two (2) years of experience in applying budgetary methods, forms and controls.
Associate's degree in civil engineering technology, construction management, business administration, or a closely related field; AND Two (2) years of responsible clerical support experience that included significant administrative responsibilities.
Bachelor's degree in civil engineering technology, construction management, business administration, or a closely related field; AND One (1) year of responsible clerical support experience that included significant administrative responsibilities.
Other equivalent combinations of training and/or experience which can be demonstrated to result in the possession of the knowledge, skills, and abilities necessary to perform the duties of this position will also be considered.
Demonstrated ability to work effectively with multicultural communities.

Nice To Haves

Strong organizational and attention-to-detail skills
Excellent communication and customer service skills
Strong analytical and problem-solving skills
Ability to work independently and exercise discretion

Responsibilities

Create and set up new projects in ACC.
Oversee, track, and maintain annual/biennial bid bond records.
Create users and assign roles in ACC for City and contractor’s designated staff.
Attend bid openings.
Check submitted bids; verify bonding agents and bid bonds.
Create budget, contract, and schedule of values for individual contracts in ACC.
Generate and distribute contract documents, bonds, subcontractor lists, and Best Value Contracting (BVC) documentation for signatures and submittals.
Review and resolve issues.
Coordinate routing for required City signatures.
Generate assets in ACC for use by inspectors in tracking installed quantities.
Issue start work letters.
Verify all required documents are in place prior to letter being sent.
Review pay applications to confirm pay quantities match installed quantities.
Process contracts for field acceptance.
Process contracts for close out.
Process sidewalk repair requests and rebate disbursements.
Process and disseminate street terrace permits.
Assist with maintenance of databases for sidewalk replacement, resurfacing, and material ticket quantities.
Provide all services with a resident/business-focused philosophy.
Provide program procedure information to residents and businesses.
Coordinate Contractor and Public Works user group meetings.
Process purchasing documentation.
Order and oversee maintenance of adequate office supply inventory.
Train and advise lower-level staff on procedures.
Perform related duties as assigned.