Project Coordinator

J.E. Dunn Construction Group Inc P•Beaverton, OR

14d

About The Position

The Project Coordinator provides routine administrative support to internal and external project management team members. The role collects, processes, enters, organizes, and files data and documentation from various sources and stakeholders to support projects’ administrative, documentation, data, reporting, compliance, and communication needs. Work is performed in support of JE Dunn’s strategy, vision, and values. The position supports project teams throughout the project lifecycle, including bidding and award processes, project documentation, reporting, communications, and subcontractor compliance. It may also provide additional administrative support, such as arranging team travel and managing expense reports, and may assist other functions according to business and staffing needs.

Requirements

High school diploma or GED.
At least 2 years of administrative or clerical support experience.
Ability to perform work accurately, completely, and on time.
Verbal and written communication skills.
Proficiency in Microsoft Office.
Organizational skills.
Ability to collaborate across functions to obtain information or solve problems in support of team goals.
Critical thinking ability.
Attention to detail and commitment to quality.
Ability to learn and use software, tools, and systems needed to meet business needs.
Knowledge of administrative, office, and general billing procedures.
Ability to build relationships and collaborate with internal and external teams.
Ability to lift up to 10 pounds.
Willingness to work non-traditional hours to meet project needs.

Nice To Haves

At least 2 years of construction project support experience.

Responsibilities

Use the responsibility matrix (WorkSmart) to align work with business process improvement efforts and support the full project lifecycle.
Collect, process, enter, organize, and file project data and documentation in accordance with established business processes and requested timeframes.
Communicate effectively and promptly with internal and external stakeholders.
Support bidding by creating bid invitations, preparing specifications, addressing regulatory and compliance requirements, and creating, tracking, and following up on bid communications.
Support the award process by issuing or preparing bond memos, setting up and fully executing subcontracts, and providing system access to dashboards.
Organize information into standard formats and reports in systems and locations such as project dashboards, CMiC, and electronic signature tools, and maintain documents according to established file structures.
Coordinate project documentation submissions and prepare routine correspondence, reviewing outgoing materials for conformance with best-practice standards and formats.
Create and distribute potential change items (PCIs) and requests for information (RFIs), follow up as needed, support pricing efforts, and distribute change orders.
Support project deliverables by managing dashboard information and electronically processing documents such as submittals, pay applications, bills of sale, compliance documentation, RFIs, and change documents.
Track, monitor, and collaborate with internal stakeholders to ensure required documentation meets compliance requirements before subcontractor payments are released.
Receive and direct incoming telephone calls and visitors, or provide administrative support to other functions as needed.
Share subject matter expertise to support teamwork and results.
Use discretion and integrity when handling confidential and sensitive information.
Provide courteous, sensitive, and prompt customer service; manage difficult customer situations efficiently, meet client commitments, recognize service opportunities, and apply feedback to improve quality and service.
Provide other administrative support to the project team as needed, such as arranging travel and managing expense reports.