Project Coordinator

Collins Electric•West Sacramento, CA

About The Position

The purpose of the Project Coordinator is ensuring the seamless and efficient execution of projects through meticulous planning, organization, and communication. Their primary responsibility is to oversee document management, submittal processes, and facilitate effective communication among stakeholders. By organizing project documentation, managing material procurement, coordinating submittal processes, and facilitating meetings, the Project Coordinator contributes to the successful completion of projects on time and within budget.

Requirements

High school diploma or equivalent
Strong organizational skills to effectively coordinate delivery schedules of materials and equipment, ensuring timely availability at job sites.
Excellent attention to detail and accuracy in managing project documentation, including submittals, proposed change orders, change orders, material logs, and RFIs.
Familiarity with document control systems and software to streamline document management processes.
Attention to detail in ensuring compliance with project specifications and deadlines throughout the submittal process.
Strong communication skills, both verbal and written, to facilitate effective communication between project stakeholders.
Ability to adapt communication style to various stakeholders and effectively convey project updates, requirements, and expectations.
Ability to make informed decisions under pressure, considering project constraints, deadlines, and stakeholder expectations.
Critical thinking skills to evaluate alternatives, anticipate potential issues, and proactively address them to minimize project disruptions.
Analytical skills to identify issues, assess risks, and develop solutions to overcome challenges throughout the project lifecycle.
Proficiency in recording accurate meeting minutes and following up on action items to ensure accountability and progress tracking.
Ability to communicate effectively with subcontractors, suppliers, and internal stakeholders to facilitate timely and accurate submittals.
Understanding of submittal processes and requirements in construction projects, including document collection, review, and submission procedures.
Proficiency in document organization and maintenance to ensure accessibility and completeness throughout the project lifecycle.
Ability to prioritize tasks, support multiple projects simultaneously, and adapt to changing priorities in a fast-paced environment.
Proficiency in computerized project scheduling software and document management systems to generate schedules, track project progress, and manage project documentation efficiently.
Continuous learning mindset to stay updated on industry trends, best practices, and technological advancements relevant to project coordination and management.
Familiarity with construction industry standards, codes, and regulations related to project management, documentation, and procurement processes.

Nice To Haves

Previous experience in construction project coordination or administrative support is a plus.

Responsibilities

Files project schedules provided by the General Contractors.
Coordinates delivery schedules of materials and equipment to ensure timely availability at job sites.
Assists in the creation and updating of specialized project schedules and labor tracking sheets as required.
Organizes the final preparation of project submittals and verifies approved documents for conformity.
Maintains Proposed Change Orders, Change Orders, Material Logs, and RFI logs, ensuring accuracy and completeness of project documentation.
Gather and manage required documents for turnover meetings and job start meetings, ensuring efficient organization and accessibility of project files.
Manages the submittal process, ensuring all necessary documents are collected, reviewed, and submitted in accordance with project requirements and deadlines.
Liaise with subcontractors, suppliers, and internal teams to gather required documentation and ensure compliance with project specifications.
Tracks the status of submittals, address any discrepancies or issues, and communicate updates to stakeholders as necessary.
Attends various meetings such as turnover and job start-up and turnover, recording accurate meeting minutes and following up on action items.
Facilitate effective communication between project stakeholders, ensuring everyone is informed and aligned on project progress and requirements.
Stay current and knowledgeable about projects to assist other departments as needed, contributing to cohesive project management efforts.
Perform any other job-related duties or function as assigned by management.
Accountable for leading efforts in implementing continuous improvement initiatives and methodologies to improve processes and increase efficiency.
Participate in CECI Continuous Improvement events as needed (ex: JDI, RIE & A3's).
Maintain SOP’s (Standard Operating Procedures) for compliance practices and other associated functions.
Demonstrates and represents company core values in daily actions, interactions, and decision-making processes.
Integrates the company core values into work practices, ensuring that they are reflected in the tasks you undertake, projects you manage, and solutions you provide.
Proactively seek ways to enhance and strengthen the integration of core values within direct role and the entire enterprise.