Project Coordinator - Earthwork / Utilities

Veit•New Berlin, WI

43d

About The Position

The Project Coordinator provides administrative support to the Earthwork & Utilities teams, including Vice Presidents, Project Managers, and Estimators. Areas of responsibility include project bids, contracts, submittals, billings, project closeout, and other paperwork as requested. A Day in the Life Bidding/Proposals: Assists with maintaining upcoming bid schedule and plan retrieval. Picks-up or arranges for pick-up of plans and specifications when required. Tracks and obtains addendums issued during the bidding process. Orders bid bonds when required. Prepares bid forms and proposals for Estimators as necessary. Coordinates and schedules with the Bid Runner for bid delivery. Collects project background information needed by Estimators, as necessary. Contracts: Processes incoming project contracts through proper channels of review. Orders insurance certificates and bonds, obtains proper signatures, and coordinates other requirements for contract completion. Prepares subcontracts and tracks/transmits subcontractor submittals, insurance certificates, and other required paperwork. Works with Project Managers and Estimators on daily project submittals and correspondence. Submits certified payroll for Veit and subcontractors. Billings: Prepares contract billings accurately and timely per project requirements. Tracks change order requests, approval status, and documentation for billing. Assists with approval process of subcontractor billings for Accounts Payable. Assists Project Manager in tracking status of client payment of invoices. Project Closeout: Obtains/transmits required documentation for project closeout (e.g., final lien waivers, IC-134 forms, etc.). Prepares request for retainage release from client. Archive files for closed projects. General Administrative Support: Prepares, distributes, and files project correspondence, as well as setup of project files for office and field. Assists with out-of-town accommodations for field staff, as requested. Keeps supervisor informed of known actions, written or verbal, which may affect the ability to successfully perform assignments or adversely affect company operations. Other projects or duties as assigned by management.

Requirements

High School degree or general education degree (GED); five years of related experience and/or training; or equivalent combination of education and experience.
Working knowledge of Microsoft Office Suite (Word, Excel, Outlook, Teams).
Excellent oral and written communication skills.
Ability to work with all levels of management, employees, external vendors, and other business associates.
Ability to read, comprehend, and act on simple instructions, write simple correspondence, and work in an office team environment.
Must be able to pass a pre-employment background check.
Must be able to work 8-hour workdays, Monday through Friday, with occasional overtime.

Responsibilities

Assists with maintaining upcoming bid schedule and plan retrieval.
Picks-up or arranges for pick-up of plans and specifications when required.
Tracks and obtains addendums issued during the bidding process.
Orders bid bonds when required.
Prepares bid forms and proposals for Estimators as necessary.
Coordinates and schedules with the Bid Runner for bid delivery.
Collects project background information needed by Estimators, as necessary.
Processes incoming project contracts through proper channels of review.
Orders insurance certificates and bonds, obtains proper signatures, and coordinates other requirements for contract completion.
Prepares subcontracts and tracks/transmits subcontractor submittals, insurance certificates, and other required paperwork.
Works with Project Managers and Estimators on daily project submittals and correspondence.
Submits certified payroll for Veit and subcontractors.
Prepares contract billings accurately and timely per project requirements.
Tracks change order requests, approval status, and documentation for billing.
Assists with approval process of subcontractor billings for Accounts Payable.
Assists Project Manager in tracking status of client payment of invoices.
Obtains/transmits required documentation for project closeout (e.g., final lien waivers, IC-134 forms, etc.).
Prepares request for retainage release from client.
Archive files for closed projects.
Prepares, distributes, and files project correspondence, as well as setup of project files for office and field.
Assists with out-of-town accommodations for field staff, as requested.
Keeps supervisor informed of known actions, written or verbal, which may affect the ability to successfully perform assignments or adversely affect company operations.
Other projects or duties as assigned by management.