Senior Project Coordinator

Webcor•San Francisco, CA

2d•Onsite

About The Position

The Senior Project Coordinator provides administrative and clerical support for the project team’s day-to-day activities. The role supports subcontract administration and construction compliance documentation, electronic processing of subcontractor and vendor invoices and payroll, jobsite safety, and project office management. The coordinator must meet deadlines and follow Webcor’s policies and procedures. The position also coordinates jobsite office setup and services, promotes sustainable practices with Webcor’s Sustainability department and the project team, and supports project accounting when a Project Coordinator or Project Accountant is not assigned. It includes processing field employee paperwork and payroll, supporting safety training and injury documentation, and assisting with project closeout, office demobilization, and document archiving.

Requirements

Associate degree or equivalent experience.
At least 5 years of experience, preferably in accounting and Accounts Payable.
Ability to work autonomously while managing priorities and compressed timelines.
LEED GA certificate required within 12 months of the hire start date or the date of the last performance review.
Strong computer skills and proficiency with Microsoft Word, Excel, and Outlook.
Knowledge of Adobe Acrobat and Reader.
Ability to learn software quickly and use it to navigate, review, track, and upload documents.
Excellent organizational skills.
Advanced communication skills, including the ability to address audiences of varying sizes and communicate messages and ideas effectively.
Ability to write clearly and concisely in a professional manner.
Working decision quality and sound judgment.
Advanced customer focus and ability to work cohesively with many constituents.
Ability to perform the physical activities described, including climbing stairs and ladders; using construction personnel hoists as a passenger; navigating construction areas; and sitting, standing, balancing, stooping, kneeling, crouching, or crawling.
Vision abilities including close vision, peripheral vision, depth perception, and ability to adjust focus.
Ability to work in construction-site conditions involving moving mechanical parts, heights, fumes or airborne particles, outdoor weather, electrical-shock risk, and moderate to very loud noise.

Nice To Haves

Familiarity with database information-flow or costing software, preferably CMIC construction software.
At least three years of supervisory experience.
Previous construction experience, preferably with a general contractor.

Responsibilities

Provide administrative support for daily project activities, including subcontract administration, compliance documentation, invoice and payroll processing, jobsite safety, and office management.
Coordinate jobsite office setup, including office and phone equipment, supplies, and vendor services.
Promote and coordinate sustainable practices with Webcor’s Sustainability department and the project team.
Copy, scan, upload, and organize files; prepare binders; and set up new vendors and subcontractors.
Answer phones, greet visitors, order office and food supplies, and maintain the kitchen, mail area, conference rooms, and lobby.
Distribute incoming mail and packages and prepare outgoing shipments through the listed mail, courier, and plan/drawing services.
In conjunction with the Field Administration Manager, manage project accounting processes within specified timelines when a Project Accountant is not assigned.
Review, prepare, and maintain subcontract files, purchase orders, subcontracts, change orders, preliminary notices, lien waivers, and certificates of insurance.
Work with subcontractors to collect monthly progress billings and compliance documents.
Process subcontractor and vendor invoices onsite and electronically.
Review, scan, and upload required construction compliance documents into CMIC.
Process new field hires and employee transfers and coordinate field layoff paperwork.
Enter and verify weekly field and salary payroll for the project in iTIME.
Promote safety while performing daily project responsibilities.
Ensure employees complete assigned Click Safety training courses and provide documentation for injured workers.
Assist with project closeout, including subcontractor and vendor closeout, office demobilization and move-out, and archiving project documents in accordance with Webcor policies and procedures.
Lead, manage, and mentor more junior staff.