Project Coordinator I

Dean Snyder Construction Co•Ankeny, IA

10d

About The Position

The Project Coordinator I performs a variety of activities in support of project management for Dean Snyder Construction. The role establishes projects and related records in construction software and spreadsheets; tracks contracts, commitments, job costs, subcontractor compliance, change orders, billing, and bids; sorts and codes invoices; prepares reports; reconciles records; and compiles invoices and supporting documentation. The position is cross-trained with related roles and provides support to Project Managers, Project Engineers, and Finance.

Requirements

Proven experience as a project coordinator or general accounting experience.
Three years of related billing or bookkeeping experience, or an equivalent combination of education and experience sufficient to perform the essential duties.
Adherence to applicable laws and confidentiality guidelines.
Proficiency in MS Office, especially Excel.
Working knowledge of construction accounting software or ability to learn and use software quickly.
Excellent math ability.
High degree of attention to detail and trustworthiness.
Ability to audit and reconcile documents.
Ability to proofread and edit documents for accuracy.
Ability to prioritize and organize daily work tasks.
Ability to index, alphabetize, and organize materials.
Ability to perform data entry to update and maintain databases.
Excellent communication, interpersonal, intuitive, and critical-thinking skills.
Ability to work well with limited supervision.
Valid driver’s license and ability to meet the company’s Motor Vehicle Records standards.

Responsibilities

Set up projects in the software system, issue project numbers, and enter or import estimates for cost tracking.
Prepare project contracts and project-specific or AIA documents using industry software; send contracts to subcontractors and vendors and track required returned documentation.
Perform subcontractor credit checks when requested and confirm bonding as necessary.
Establish and maintain project documents in designated shared-server folders.
Enter commitments and change orders and track job back charges.
Assist Project Managers with subcontractor payment tracking, report review, expense allocation, customer account information, and routing bills and commitments for approval.
Review subcontractor pay applications, payment histories, project reports, and compliance with established procedures.
Prepare job-cost reports detailing time and materials.
Collect and track subcontractor documents, including lien waivers and certificates of insurance, and process subcontractor invoices.
Follow up with subcontractors and suppliers to support effective communication.
At project completion, reconcile system reports with invoices and change orders and reconcile retainage on completed commitment contracts.
Work with team members to verify project records and related logs, including those reviewed by project managers, accounts payable, and accounts receivable.
Learn and use online project collaboration software to communicate with project participants.
Maintain the online bid software tool and keep vendor contact information current; use its communication functions.
Apply knowledge of project-state sales tax laws to help ensure vendors bill taxes accurately.
Maintain contractor statement information for applicable projects and submit completed forms to customers when requested.
Respond promptly and courteously to Project Manager requests, including contacting potential subcontractors and vendors for bids, maintaining RFI and submittal logs, collecting quotes, assisting with building permit applications, routing plans, and gathering project information.
Provide clerical support, including correspondence, mailings, brochures, follow-up calls, database updates, and filing.
Coordinate job-site utilities, phone service, dumpster service, temporary toilets, and utility locates as required.
Locate and arrange temporary housing for superintendents and crews when needed.
Track and reconcile dumpster and portable-toilet logs against invoices and compile daily logs for equipment costing.
Request project plans and specification books, return them at project completion, and copy, scan, or email them as requested.
Help prepare for preconstruction and other meetings, send invitations, and record and type meeting minutes.
Collect, prepare, and distribute contract closeout documents.
Perform other duties as assigned to support project success and organizational goals.