Senior Project Coordinator

J.E. Dunn Construction Group Inc P • Charlotte, NC

3d

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 role 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 supports JE Dunn’s strategy, vision, and values. The position makes routine decisions, recommends actions to a supervisor, and refers exceptions to the supervisor. The stated career path is Project Administrator.

The Senior Project Coordinator supports project setup and the full project life cycle, responds to stakeholder requests (including those with limited information), and gathers the information needed to complete assignments. The role prepares advanced correspondence and non-standard communications, compiles and modifies potential change items with limited oversight, prepares advanced or unique reports, and manages competing priorities. It also shares subject-matter expertise and supports project, work program, and corporate change initiatives.

Requirements

• High school diploma or GED.
• At least 3 years of administrative or clerical support experience.
• Ability to perform work accurately, completely, and on time.
• 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 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 team members.
• Ability to lift up to 10 pounds.
• Willingness to work non-traditional hours to meet project needs.

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 throughout the project life cycle.
• Collect, process, enter, organize, and file project data and documentation in accordance with established business processes and timeframes.
• Communicate promptly and effectively with internal and external stakeholders.
• Support bidding, including creating bid invitations, preparing specifications, addressing regulatory and compliance requirements, and 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 project systems and locations, including project dashboards, CMiC, and electronic-signature tools, and maintain documents according to established file structures.
• Coordinate project documentation submissions and prepare routine correspondence; review outgoing materials for conformance with best-practice standards and formats.
• Create and distribute potential change items (PCIs) and requests for information (RFIs), follow up on them, support pricing efforts, and distribute 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 compliance documentation is complete before subcontractor payments are released.
• Receive and direct incoming calls and visitors, and provide administrative support to other functions when needed.
• Use discretion and integrity when handling confidential and sensitive information.
• Provide courteous, prompt customer service; respond effectively to difficult or emotional customer situations; meet client commitments; act on service opportunities; and use feedback to improve quality and service.
• Provide additional project-team administrative support as needed, such as arranging travel and managing expense reports.
• Support job setup and update systems to reflect changes.
• Respond to stakeholder and business requests, gather information needed to complete tasks, and prepare advanced correspondence and non-standard communications using independent judgment.
• Compile and modify PCIs with limited oversight and prepare advanced or unique reports using knowledge of project systems and information.
• Assess competing priorities and adjust time and resources to improve efficiency and effectiveness.
• Adapt positively to change and support project, work program, and corporate change initiatives.
• Serve as a subject-matter expert on best practices and processes and share knowledge with team members.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED