Project Coordinator

SHASTA INDUSTRIES, INC.•Phoenix, AZ

27d•$23 - $25•Onsite

About The Position

The Project Coordinator directly contributes to customer satisfaction, project organization, customer relations and various internal/external construction processes and communications. This position plays an integral role in providing professional and effective communication to our customers while managing the production schedule. The Project Coordinator will build strong relationships with the customers. Consistently display friendly and compassionate Customer Service and Project Management skills to effectively handle multiple active project accounts throughout the construction process while assisting the project manager on project details and schedules.

Requirements

2+ years’ experience in a project coordinator role or related customer service experience.
High School diploma or equivalent.
Motivated, self-starter, quick learner, able to work independently in a fast-paced environment.
Strong organization and project management skills to handle multiple tasks simultaneously and provide timely follow-up to customers.
Previous experience managing multiple accounts in varying phases of completion.
Strong data entry and PC skills, proficient with Microsoft Office software.
Excellent phone etiquette, strong interpersonal and (English) verbal communication skills.
Professional, customer service oriented, team player with a positive attitude.

Nice To Haves

College-level coursework preferred.
Pool industry experience a plus.
Bi-lingual a plus.

Responsibilities

Supporting the Construction Team and Customers of the Construction Department.
Acting as a liaison between departments with internal and external customers during the construction process.
Coordinating communication between the Superintendents, field crews, and customers.
Providing timely updates to customers and team members via phone, messaging software and email.
Handling calls, transferring to the correct departments, taking messages, and following up as necessary.
Reviewing “Job File” contents (including Spec Sheet, Contract, Plan, Permit, Owner invoice setup, and any other relevant documents).
Reviewing build-out plan in project management software to ensure scope of work and accuracy.
Performing general clerical duties to include but not limited to copying, scanning, mailing, and filing.
Maintaining electronic file structure to the current standard operating procedure.
Making “Introduction Call” to Customers (within 2 working days of Job File receipt) to review the Construction.
Discussing (as applicable) Customer responsibilities such as Phase Payments (confirm method of payment), Safety Barriers, City Inspections, Interior Finish Instructions, and other work to be performed by Customer. Confirming basic contractual information (Interior Finish type/color, other color selections, Close of Escrow, etc.).
Effectively communicating every 2 days during the active construction process to keep customers apprised of the progress or schedule shifts.
Promptly responding to all voicemail messages, emails, or direct messages through the project management app within a timely manner.
Updating Construction Coordinator Customer Tracking Board to reflect current Construction Phase of each respective Customer, weekly.
Scheduling, coordinating, and managing all production schedules unique to project specific scope of work.
Documenting and recording necessary information from trade/subcontractor companies and managing construction Ghantt chart.
Ordering/scheduling any repair work, following up on repairs, tracking in project management system, and updating notes for invoicing purposes.
Alerting superintendent, or any other relevant internal team members of job roadblocks to keep production moving forward.
Calling and coordinating all Municipality inspections as necessary for all corresponding permits on each project. Following up to obtain inspection results on the day the Inspection was to have been completed.
Recording inspection results and uploading supporting documentation if applicable.
Notifying the customer when a progress payment is due, then releasing payments and creating invoices for Accounts Receivable.
Moving production schedules forward when payments are received and confirmed by A/R.
Liaising with outside representatives such as landscapers, home builders, and city inspectors to effectively manage and produce timely schedules.
Issuing Construction Change Orders requests if applicable. Filling out the change order request form and submitting it to the processor.
Releasing, invoicing, and collecting change order payments.
Updating and maintaining project management software to accurately and thoroughly document all appropriate communications pertaining to project.
Working with Customer to help resolve all issues/grievances and performing all other duties as assigned.