Project Coordinator

9 Harris Arizona•Phoenix, AZ

7h•Onsite

About The Position

Provide administrative, purchasing, document control, and accounting support to project management, ensuring the timely flow of paperwork, efficient delivery of materials, and accurate accounting for all division projects. This role involves managing contract documents, tracking RFIs, administering quality control programs, and handling project closeout documentation. Additionally, it supports scope of work tracking, procurement, and financial management, including data entry into the accounting system and processing invoices, payroll, accounts payable, and billing as needed. The position also entails general administrative duties such as document preparation, scanning, and operating office equipment. Leadership responsibilities include supervising Project Coordinators, ensuring adherence to quality standards and deadlines, and guiding team members to improve efficiency and quality of work.

Requirements

4+ years Working knowledge of business office procedures
4+ years Proficient and accurate typing skills
4+ years Basic understanding of mechanical systems
4+ years Basic ability to read and comprehend construction documents
4+ years Business and management principles

Responsibilities

Review, organize, and distribute Contract Documents (drawings, specifications, schedules, RFIs, Construction Bulletins, etc.) and shop drawings/submittals to appropriate team members.
Distribute and log all document control activities for the team.
Assist in tracking RFIs and their corresponding responses.
Assist in the administration of project-specific quality control programs and compile documentation.
Administer project closeout documentation including Operation and Maintenance manuals, startup reports, owner training, and punch lists.
Assist with tracking and reporting of changes to the original scope of work.
Assist with coordination of purchasing materials and equipment by the corporate purchasing department.
Process and track submittals for all equipment.
Purchase small material orders, track deliveries, and manage backorder items.
Assist with purchase card reports and proper cost code allocations.
Enter job setup information into the accounting system.
Coordinate with corporate accounting and assist with processing invoices, payroll, accounts payable, and billing duties as required.
Prepare documents utilizing word processing, spreadsheet, database, or presentation software.
Scan, index, and retrieve documents, records, and reports.
Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers.
Supervise the work of Project Coordinators to ensure adherence to quality standards, deadlines, and proper procedures, correcting errors or problems.
Suggest new ways of doing or thinking about tasks to improve efficiency and/or quality of work.
Guide individuals through the workday to assist with any needed tasks.