Project Coordinator

AURORA CONTRACTORS LLC•Brentwood, NY

About The Position

Under the direct supervision of the Project Manager and Compliance Manager this position provides administrative support for assigned construction projects. The Project Coordinator performs duties such as data entry into Viewpoint, maintenance of insurance certificates, coordination of meetings, conferences, obtaining supplies, and filing. The position interfaces with the entire project team as well as clients, designers, and subcontractors. Organizational skills are required to plan and prioritize a diversified workload.

Requirements

High school diploma.
Two years of administrative experience.
Effective Leadership
Resolve conflicts.
Patient and level-headed always.
Firm but fair.
Proactive, not reactive.
Self-awareness (the ability to focus on yourself and how your actions, thoughts, or emotions impact those around you. If you're highly self-aware, you can objectively evaluate yourself, manage your emotions, and understand correctly how others perceive you).
Staff management (hold team members accountable and operating efficiently)
Collaboration and Teamwork (ability to work together effectively, communicate well, define roles and leadership, share resources, and actively listen to each other)
Communication Proficiency (Articulate thoughts and express ideas effectively using oral, written, visual and non-verbal communication skills, as well as listening skills to gain understanding. The ability to deliver information in person, in writing, and in the digital world.)
Effective Time Management (allocating the right time to the right activity. It allows individuals to make the best use of available time by prioritizing/delegating tasks according to their importance and the estimated time is taken to complete them)
Personal Effectiveness
Achieve goals/major milestones without being distracted by less important things.
Demonstrate the ability to effectively cope with change.
Make effective decisions even in the face of uncertainty.
Develop strategies to manage workload through effective time and priority management.
Problem solving and creativity.
Engage in a growth mindset and self-development that supports work performance and growth.
Strong Organizational Skills
Detail Oriented.
Thoroughness.
Collaboration Skills.
Flexibility.

Nice To Haves

Associate degree or higher.
Two years of construction related experience.
Proficiency in Microsoft Office suite of applications

Responsibilities

Maintenance, Organization, Control, and Distribution
Responsible for maintaining, organizing, controlling, and distributing project logs (contracts, insurance, RFIs, Submittals, Change/Purchase Orders, Drawings/Specs/Sketches, SOW, Safety, Subcontractor Documentation, ICAP/IDA as applicable). Enter and verify job data in Procore and Vista, ensuring accuracy and follow-up on open log items.
Effective Communication
Responsible for communicating with clarity and professionalism, ensuring information is accurate, timely, and understood across all levels of the organization. Build strong working relationships by actively listening, providing feedback, and keeping all co-owners aligned.
Project Compliance
Responsible for collecting and verifying required documentation (e.g., safety files, insurance certificates, statutory workers' compensation) prior to work commencement, working side by side with Estimating, Risk Manager and Director of Safety.
Correspondence
Assist with owner and subcontractor notifications, sort and distribute correspondence, and draft responses or replies (email, phone, or written) as needed.
Supplies
Responsible for supporting field offices with material and supply ordering for trailers.
Responsible for managing confidential/non-routine information and explaining policies when needed.
Special Projects
Responsible for independently and collaboratively handling special and ongoing projects.
Reporting
Assist with monthly reporting deliverables for ownership and Aurora.
Documentation
Assist Accounting to ensure subcontractors' paperwork is current for payments; provide requisition support and document formatting (including proofreading and meeting minutes as applicable).
Closeout
Track and assist with completion of closeout documentation packages (as- builts, warranty info, owners' manuals).
Reception Backup
Responsible for answering phones when the Receptionist is unavailable.
Represents Company Professionally
Responsible for managing relationships, generating positive references, and exemplifying Aurora’s Core Values.