Senior Project Coordinator

J.E. Dunn Construction Group Inc P•Atlanta, GA

About The Position

The Senior Project Coordinator provides routine and some advanced administrative support to internal and external project management team members across a greater volume of projects and/or components of larger, more complex projects. The position collects, processes, inputs, 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 role makes decisions on routine matters, provides recommendations to a supervisor, and refers exceptions to the supervisor. The stated career path is Project Administrator. The Senior Project Coordinator supports projects through their full lifecycle, including setup, bidding, award, documentation, reporting, and compliance. The role responds to stakeholder requests, sometimes with limited information, and gathers what is needed to complete tasks. It prepares advanced and non-standard communications, compiles potential change items with limited oversight, prepares advanced or unique reports, and shares expertise in best practices and processes with teammates. The position assesses competing priorities and adapts to changes in project and business needs. The work is generally performed in a normal office environment, with possible exposure to hot or cold extreme conditions. The role may require periods of travel and non-traditional hours to meet project needs. Physical activities include frequent sitting and viewing a computer screen, and occasional standing, walking, bending, climbing, reaching above the shoulder, pushing, and pulling. The position must be able to lift up to 10 pounds.

Requirements

High school diploma or GED.
At least 3 years of administrative or clerical support experience.
Ability to perform work accurately, completely, and in a timely manner.
Intermediate verbal and written communication skills.
Intermediate proficiency in Microsoft Office.
Intermediate organizational skills and attention to detail.
Intermediate business acumen and critical-thinking ability.
Ability to learn and use software, tools, and systems needed to meet business needs.
Intermediate knowledge of construction industry terminology and documents.
Intermediate knowledge of administrative, office, and billing procedures.
Intermediate proficiency in JE Dunn project management software.
Knowledge of organizational structure and available resources.
Intermediate ability to build relationships and collaborate with internal and external teams.
Ability and willingness to work non-traditional hours to meet project needs.
Ability to lift up to 10 pounds.

Nice To Haves

At least 5 years of administrative or clerical support experience.
At least 3 years of construction project support experience.

Responsibilities

Use the responsibility matrix (WorkSmart) to align work with ongoing business process improvement efforts and support the full project lifecycle.
Collect, process, input, organize, and file project data and documentation from sources and stakeholders in accordance with established processes.
Process information within required timeframes and communicate 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 the award process by issuing or preparing bond memos, setting up and issuing subcontracts, supporting their full execution, and arranging system access to dashboards.
Organize project information into standard formats and reports in systems and locations such as project dashboards, CMiC, and electronic signature tools, and maintain documents according to established file structures.
Coordinate project documentation submissions and prepare routine correspondence, including letters, emails, meeting notes, and proposals; review outgoing materials for conformity with best-practice standards and formats.
Create and distribute potential change items (PCIs) and requests for information (RFIs), follow up as needed, support pricing efforts, and distribute change orders.
Support project deliverables by managing dashboard information and electronically processing documents such as submittals, pay applications, bills of sale, compliance documentation, RFIs, and change documents.
Track, monitor, or collaborate with internal stakeholders to ensure required documentation meets compliance requirements before subcontractor payments are released.
Support job setup and update systems to reflect changes.
Respond to stakeholder business needs and requests, gather the information needed to complete tasks, and prepare advanced correspondence and non-standard communications using independent judgment.
Compile and modify PCIs with limited oversight and process advanced or unique reports using knowledge of project systems and information.
Assess priorities and competing demands and adjust time and resource allocation to improve efficiency and effectiveness.
Support project, work program, and corporate change initiatives and adapt positively to change.
Serve as a subject matter expert on best practices and processes and share expertise with team members.
Use discretion and integrity when handling confidential and sensitive information.
Provide courteous, timely customer service; manage difficult customer situations efficiently, meet client commitments, identify service opportunities, and apply feedback to improve quality and service.
May receive and direct incoming calls and visitors or provide administrative support to other functions as needed.
May support project-team administrative needs such as arranging travel and managing expense reports.