Project Coordinator I

Dean Snyder Construction Co•Ankeny, IA

22d

About The Position

The Project Coordinator I performs activities in support of project management for Dean Snyder Construction. The role supports project managers, project engineers, and finance by setting up projects and maintaining related documentation, contracts, commitments, job costs, subcontractor compliance, change orders, bid invitations, billing, and reports. It also processes vendor and subcontractor invoices, reconciles project records and costs, and provides clerical and coordination support throughout projects, including at closeout. The position is cross-trained with other related positions and has no supervisory responsibilities. The coordinator uses construction and project management software, online collaboration and bid tools, and spreadsheets to maintain project information, communicate with participants, and support accurate billing and payment. The role also assists with project communications, bids, permits, plans, meetings, job-site services, and contract closeout documentation. Work may include occasional physical activity and exposure to outdoor weather conditions. The position may involve long hours and weekend or holiday duties. Physical demands are classified as light work, including exerting up to 20 pounds of force occasionally and/or up to 10 pounds frequently.

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 Microsoft 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 documents; send contracts to subcontractors and vendors and track the return of required documentation.
Perform subcontractor credit checks when requested and confirm project or subcontractor bonding as necessary.
Establish and maintain electronic project documents in designated shared-server folders.
Enter commitments and change orders, track back charges, and assist project managers with subcontractor payments, expense allocation, and project reporting.
Maintain accurate customer account information in software systems.
Review bills and commitments and forward them to project managers for approval before submission to accounts payable.
Review subcontractor payment applications, verify payment histories, review project reports, and check compliance with established procedures.
Prepare job-cost reports detailing time and materials using specialized job-costing software.
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 maintained by project managers, accounts payable, and accounts receivable.
Learn and use online project collaboration software and its communication functions.
Maintain vendor contact information in the online bid tool and 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 upon request.
Respond promptly and courteously to project manager queries and requests; contact prospective subcontractors and vendors for bids and maintain project logs such as RFI and submittal tracking.
Assist project managers with obtaining supplier quotes, applying for building permits, routing plans, mailings, and gathering project information.
Provide clerical support, including correspondence, mailings, brochures, follow-up calls, database updates, and filing.
When required, coordinate job-site utility and phone connections or disconnections, dumpster and temporary toilet services, and utility locates.
When required, locate and arrange temporary housing for superintendents and crews.
Track and reconcile dumpster and portable toilet logs against invoices and compile daily logs for accurate equipment costing.
Request project plans and specification books, return them at project completion, and copy, scan, or email plans and specifications as requested.
Assist with preconstruction and other meetings, including invitations and recording and typing meeting minutes.
Collect, prepare, and distribute contract closeout documents.
Perform other duties assigned to support projects and organizational goals.