Senior Project Coordinator

Ryan Companies US, Inc.•Des Moines, IA

About The Position

Ryan Companies US, Inc. has an exciting career opportunity for a Senior Project Coordinator to join our team! Do you bring at least 4-6 years of successful experience leading field operations in commercial construction? Do you enjoy working in a fast, fun, inclusive and collaborative workspace? If this describes you, we encourage you to apply today. The Senior Project Coordinator serves as a key operational and administrative anchor across the construction project lifecycle. This role manages contract administration, technical document control, project financials, and closeout workflows to ensure projects are delivered on time, within budget, and to the highest quality standards. This individual will primarily act as liaison between Project Manager, Superintendent and subcontractors or other members of the team while performing general administrative duties related to projects.

Requirements

Ability to collaborate and contribute within a team structure is required
Demonstrates self-motivation to accurately and efficiently complete all aspects of the project with minimal supervision.
Strong verbal, written and analytical skills required; very strong organizational skills and a good mathematical aptitude necessary
Previous administrative experience and/or construction industry experience preferred
Strong knowledge of Microsoft Word, Excel, Outlook, and PowerPoint
Ability to learn industry specific software programs including, but not limited to, Proliance, Procore, DocuSign, Textura, Oracle JD Edwards Enterprise One, Nexus, Concur, CornerStone OnDemand, Building Connected, Bluebeam, Box and WebEx
Exhibit objectivity and openness to others’ views; contribute to building a positive team culture
Display willingness to make decisions; exhibit sound and accurate judgment; support and explain reasoning for decisions; include appropriate people in decision making process; make timely decisions; understand business implications of decisions
Demonstrate accuracy and thoroughness; attention to detail; look for ways to improve and promote quality; accept and apply feedback to improve performance; monitor own work to ensure work quality
Approach others in a tactful manner; react well under pressure; accept responsibility for own actions; give appropriate recognition to others
Follow through on commitments
Exhibit confidence in self and others; inspire and motivate others to perform well; effectively influence actions and opinions of others
Assess own strengths and weaknesses; pursue training and development opportunities; strive to continuously build knowledge and skills; share expertise with others; ask for and offer help when needed
Adapt to changes in the work environment; change approach or method to best fit a situation; prepare and support those effected by change
Minimum of an associate’s degree or 4 year’s equivalent work experience

Nice To Haves

Have experience in a construction environment and with accounting software systems.
Carry a high level of professionalism, ability to communicate proficiently, both verbal and written.
Possess strong attention to detail, proven customer service skills, and the ability to prioritize and be flexible in a fast-paced environment with competing priorities.

Responsibilities

Internal and external customer assistance and service, along with processing RFIs.
Manage all aspects of Shop Drawing and Design Document processes
Create and distribute permit documentation, process project costs and owner invoices, and assist with pay-application process.
Draft subcontracts and change orders for Project Manager review.
Manage subcontractor insurance and registration process and project-specific invoicing.
Maintain web-based project management system.
Assist team with RFP requests as required.
Manage project closeout process including creation and distribution of punch-lists and O & M manuals.
Utilize integrated software systems to process and track subcontracts, change orders, drawings, RFI’s, submittits, invoices and insurance certificates
Create and maintain project documents within predominately paperless office environment utilizing integrated software systems and network server file system
Assist with the pre-construction efforts, as necessary. May assist with generating project proposals (i.e. RFP requests)
Prepare trade contracts and bid packages and assist with procurement process
Oversee shop drawing, submittal and construction drawing approvals, documentation, and coordination
Maintain a current set of drawings and specifications at all times, clearly making these documents available to the project team, internally & externally
Compose and/or edit communications (letters, memos, reports, procedures, etc.) as required by Project Manager/Project Staff
General administrative duties, such as calendaring, correspondence, scanning, copying, data entry, supply requisitions, delivery coordination, etc.
Act as liaison between project manager/project staff and others, such as Corporate Services, external contacts, customers, etc. Arranges and participates in internal project meetings in coordination with project team
Quickly responds to any job-specific accounting questions or issues
Assist with owner pay application preparation and processing to exact schedule requirements; assist with cost estimate database under the direction of the project manager
Manage the project closeout process including punchlist data entry; creation of Operation & Maintenance manuals and the distribution of Record Drawings, as required
May assist Project Manager/project staff in planning the work schedule and arranging for assignment of project personnel and equipment as needed to ensure project progresses on schedule and within prescribed budget, depending on project team
Constant prioritization of workload is necessary to meet project goals
Identify and implement cost or time savings measures
As necessary, attend weekly meetings, generate minutes and distribute, as necessary