Project Coordinator (Construction)

JLL • Tampa, FL

200d • $55,000 - $65,000

About The Position

JLL empowers you to shape a brighter way. Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you've got deep experience in commercial real estate, skilled trades or technology, or you're looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward. Project Coordinator is responsible directly for all financial transactions for a wide variety of project types, must be organized, flexible and adept at multi-tasking. They are generally required to perform a wide variety of tasks daily, sometimes even simultaneously. They directly execute the financial aspects of assigned real estate projects throughout the project's lifecycle from initiation to close out. The Project Coordinator is also responsible for various activities including but not limited to, process improvement, financial documents, communications (verbal & written) and template management.

Requirements

• Strong accounting and analytic skills.
• Proficiency in PMWeb Project Software.
• Proficiency in Microsoft Office Suite.
• Ability to manage multiple tasks simultaneously.
• Excellent verbal and written communication skills.

Responsibilities

• Demonstrate proficiency in the use and application of all PDS technology in support of regional platform.
• Support data accuracy by monitoring and reviewing DARM (Retail Health), Closeout Tracker & Stales reports, update data as required.
• Attend all required trainings.
• Weekly/Bi-weekly touchpoint with PM to ensure administrative and financial responsibilities are aligned.
• Support assigned projects from initiate to closeout, including cancellation, Day 2 and Invoice Only projects through the closeout process.
• Create, review, and send Commitments (Purchase Orders/PO) and Vendor Change Requests (Change Orders/CO) out to vendors for signature, secure and save executed copies in PMWeb Document Manager per Folder Structure.
• Manage cradle to grave all vendor invoices and application for payments, inclusive of issues resolutions and tracking to payment.
• Manage/Track follow through on all transactions within PMWeb from Budget, Commitment, Change Control, Change Order, and Invoicing to ensure workflows are completed within 48 hours of receipt request.
• Willingness to raise your hand for additional stretch assignments or growth opportunities on consistent basis.
• Reporting / Data Accuracy tracking and follow up, including assisting peers as needed.
• Leverage reporting to track project status.
• Ensure correct folder location is utilized.
• Onboard Champion for incoming peers as needed.
• Support incoming peers for training and assistance as needed.
• Review and or escalation of Quick Reference Guide (QRG)'s, training materials, or videos if process changes are found or incorrect description of work to L&D Lead.
• Financial (PMWeb Cost) responsibilities include processing of Budget Request, Commitment, Change Event, Change Order and Progress Invoice.
• QAQC of backup documentation to ensure its alignment with contract and processes.
• Issuance of approved Purchase Orders, and Change Orders to Vendors along with follow up to obtain signed version and uploading to Document Manager per folder structure.
• Tracking of submitted items to drive timely approvals including escalation to OM/TL when things get stuck in que.
• Escalate invoice rejection resolution to your OS/OM when needed to ensure timely processing of vendor payments.
• Review of all waivers of lien and affidavits including subcontractor waivers.
• Timely Resolution (3 days) of invoices that have not been submitted from ScanOne, returned, or are stuck in workflow.
• Aging report tracking for Vendor invoices.
• Resolution of Vendor issues Invoice escalation as needed to expedite invoice approvals for lien or other.
• Ensure Signatures are valid.
• Ensure Notary is valid.
• Ensure State required lien or regulatory documents are associated.
• Responsible for Change Event/Change Order needed for Vendor to submit Progress Invoice.
• Payment status tracking for invoices.
• Utilize Paid vs. Committed Report for JLL.
• Utilize 'My Invoice Status' for Client.
• Review and Route Commitments per Recommendation or Award or proposal provided by Vendor.
• Ensure accuracy of legal entity and values are correct prior to routing transaction within PMWeb.
• Ensure Recommendation of Award or any other sourcing documentation is loaded prior to routing General Contractor commitments.
• Ensure back up documentation is accurate and loaded to Document Manager per Folder Structure.
• Ensure correct header information and Remit to ID are chosen for correct commitment type.
• Direct Pay management and tracking.
• Programmatic Funding Tracking and processing of Funding Record and Funding Authorization.
• GC Change Control (Change Order Documentation) - This will be completed by General Contractor or PM/APM.
• QAQC of Cost Code utilization and line count for submission - if incorrect this should be adjusted on Change Control / Change Order or returned to Vendor.
• QAQC on the validation of value matches attached Change Order.
• Assist with status on record updates with Vendor Management.
• Assist with requesting access to PMWeb when needed through Company Contact Maintenance form.
• Finance interface between JLL and Client.
• Utilize communication tools to resolve any rejected financial transactions.
• Standardized rejection clause understanding and resolution.
• Resolve items on Problem Invoice Log escalate as needed.
• Tracking of AV equipment and moving of funds from above to the below the line as required by client.
• Closeout/Cancellation Financial reconciliation.
• Final Unconditional Lien Waiver tracker.
• Sub-Contractor Diversity form submission within PMWeb at Retainage Release.
• Commitment reductions to spend with proper back up.
• Invoice payment verification.
• Closeout Documentation as required.
• Forecast / Re-forecast of Milestone 15 once in Closeout / Cancellation and Notes for status.
• Utilization of correct Status in Closeout, 06 Closeout, 07 Defect Retention and drive to 08 Closed.

Benefits

• 401(k) plan with matching company contributions.
• Comprehensive Medical, Dental & Vision Care.
• Paid parental leave at 100% of salary.
• Paid Time Off and Company Holidays.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Real Estate
• Education Level: Bachelor's degree