Project Coordinator, Heavy Equipment Solutions, AFG

J.E. Dunn Construction Group Inc P•Kansas City, MO

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 project administration, documentation, data, reporting, compliance, and communications needs. Work is performed in support of JE Dunn’s strategy, vision, and values. The coordinator follows directions and refers exceptions to a supervisor. The stated career path is Senior Project Coordinator. The position supports project management throughout the project lifecycle, including bidding, award, documentation, reporting, communications, and compliance. It uses tools and systems such as WorkSmart, project dashboards, CMiC, and electronic signature tools, and maintains project documents according to established processes and file structures. The role may also provide other administrative support to the project team, including travel arrangements and expense reporting. The work is based in a normal office environment, with possible exposure to extreme hot or cold conditions. The position may require travel and non-traditional hours to meet project 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 and attention to detail.
Ability to collaborate across functions to obtain information or solve problems in support of team goals.
Critical-thinking ability.
Ability to learn and use software, tools, and systems needed for business operations.
Knowledge of administrative, office, and general billing procedures.
Ability to build relationships and collaborate with internal and external team members.
Must be able to lift up to 10 pounds.
Must be willing 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 support business process improvement and alignment throughout the project lifecycle.
Collect, process, enter, organize, and file project data and documentation from sources and stakeholders according to established processes.
Process information within required timeframes and communicate promptly and effectively 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 project awards by issuing or preparing bond memos, setting up and executing subcontracts, and arranging system access to dashboards.
Organize information into standard formats and reports in systems and locations such as project dashboards, CMiC, and electronic signature tools; maintain documents according to established file structures.
Coordinate submission of project documentation; prepare routine correspondence and review outgoing materials for conformance with established standards and formats.
Create and distribute potential change items (PCIs) and requests for information (RFIs); follow up on pricing efforts and distribution of change orders.
Support project deliverables by managing dashboard information and electronically processing submittals, pay applications, bills of sale, compliance documentation, RFIs, and change documents.
Track, monitor, or collaborate with internal stakeholders to ensure required subcontractor documentation meets compliance requirements before payments are released.
As needed, receive and direct telephone calls and visitors or provide administrative support to other functions.
Share subject matter expertise, use discretion with confidential information, and support teamwork and results.
Provide courteous, sensitive, and prompt customer service; handle difficult customer situations efficiently, meet client commitments, recognize service opportunities, and apply feedback to improve service.
As needed, support project-team administration, including arranging travel and managing expense reports.