Project Coordinator

Colt Builders Corp•Warwick, RI

28d•Onsite

About The Position

We are currently seeking a Project Coordinator to work from our Rhode Island office and support projects throughout the Northeast region. The Project Coordinator will provide direct support to the Regional General Manager and Project Managers with jobsite coordination and general administrative responsibilities across the region. This role will assist with day-to-day project operations, communication, organization, and administrative tasks to help ensure projects are completed efficiently and successfully. The ideal candidate will be bilingual, which is preferred, and must be willing to travel to various job sites throughout the Northeast region as needed.

Requirements

Microsoft Office (Excel, Outlook, Word, Power Point).
Bilingual in English and Spanish strongly preferred.
Knowledge of Smartsheet & TimberScan.
Knowledge of Fieldwire.
Knowledge of Insurance and CCIP/OCIP process.
Excellent time management skills and ability to multi-task and prioritize work.
Attention to detail, creative, and encompasses problem-solving skills.
Excellent written and verbal communication skills.
Strong organizational and planning skills.
High school diploma or equivalent.

Nice To Haves

Administrative experience preferred.
3 years of experience in the field or in a related area preferred.
college degree preferred.

Responsibilities

Provides operational service and support to the Regional General Manager (RGM) and Project Manager (PM) of the region.
Familiar with a variety of the field’s concepts, coding, practices, and procedures.
Effectively communicates via phone and email insuring that all administrative tasks are completed accurately and delivered with high quality and in a timely manner.
Provides support to external customers, responding to inquiries, and reporting findings.
Runs JCE reports, formats WIPS, finds discrepancies and completes job cost transfers.
Creates expense reports for reimbursement.
Codes and processes invoices weekly.
Codes and reconciles credit card statements for RGM.
Develops, maintains, tracks, and audits tool inventory database.
Maintains and tracks equipment maintenance and locations for their region.
Maintains, files, and audits job specific safety folders monthly.
Assists in researching and booking storage for new jobs.
Responsible for creating and maintaining accurate follow-up system for pending items.
Ensures policies and procedures are being accurately followed.
Orders jobsite plans, picks up plans locally.
Orders hard hat decals for jobsites regionally.
Any other special projects, as assigned by the RGM.
Implements, updates, and enforces policy, procedure, and documentation for accommodations as it relates to employees and subcontractors.
Handles requests for booking hotels and apartments (and the related accounts).
Tracks accommodations and codes related invoices for Colt Office, hotels, and apartments.
Periodically reviews practices and compares vendor options for efficiencies and cost.
Works with RGMs and PMs to ensure all subcontractor information is compliant and filed before a job starts.
Reviews job folders to make sure all documents are uploaded and in the proper locations.
Reviews and updates Sub Payment Tracker daily and weekly, to ensure non-payment to subs for non-compliant or expired insurances and/or MSAs; sends to Controller.
Keeps track of all new and upcoming jobs to stay ahead of gathering COIs and other required documents before the job starts.
Compares retainage balances against weekly SOVs payments to ensure they are in balance.
Manages and completes the enrollment of subcontractors in CCIP/OCIP programs. This includes reading the general contractor’s insurance requirements for subs and complying to their standards as well as ours.
Reviews and submits the weekly SOVs for payment.
Tracks and logs certified payroll for subcontractors on required jobs.
Prepares new hire paperwork for regional employees and subs through HR system.
Assists with recruitment initiatives and tasks for their region.
Tracks monthly Outlooks, logs in the Smartsheet Outlook Tracker.