Supervisor Project Coordination

Terracon•Tucson, AZ

11h

About The Position

Provide project delivery support including document control and administration, project tracking, project quality and consistency, and drafting communications resulting in great client experience. This role involves providing oversight and supervision to a team of Project Assistants and Coordinators, ensuring document processes and systems comply with quality standards and project and program requirements. The position also involves evaluating and recommending process changes, supervising team interactions with clients, serving as an escalation point for client issues, and monitoring portfolio status for leadership. Additionally, the role includes reviewing team's project coordination activities, partnering with financial analysts/accountants on project WIP, invoicing, and AR, communicating with clients for feedback, and developing training for Operations on client programs and systems.

Requirements

Associate’s degree and 7 years related experience.
Or in lieu of a degree, a minimum of 9 years related experience.
A valid driver’s license with acceptable violation history may be required.

Nice To Haves

Bachelor’s degree in related field preferred.

Responsibilities

Provide oversight and supervision to a team of Project Assistants and Coordinators.
Ensure document processes and systems comply with quality standards and project and program requirements.
Evaluate and recommend changes to process to maintain compliance.
Supervises the daily interaction of team with clients ensuring deliverables and expectations are met.
Serves as a point of escalation for client issues.
Monitors and provides status updates on portfolio of clients and projects to leadership and Operations.
Reviews and provides feedback to team on project coordination activities including drafting proposals, project tracking, and contract requirements.
Serve as a point of escalation to the team and partner with the National Account Manager on client experience.
Partner with financial analysts/ accountants and the project team to support management of project Work in Progress (WIP), invoicing and Accounts Receivable (AR).
Communicate with clients to obtain feedback on interaction and service provided by team.
Develop and promote training to Operations on the use of Terracon client programs and systems.
Provide document control for projects per established processes to ensure adherence to quality standards and project requirements.
Partner with financial analysts/ accountants and the project team to review project billing activity to ensure compliance with contract requirements and management policies.
Track and route documents into internal and/or external systems complying with client protocols and requirements.
Collaborate with local office/operations to complete document compliance of projects, aligned with scope and within schedule.
Provide a variety of project support related tasks involving document management.
Manage document processes and systems to support control and availability of project and client documentation to local office/operations.
Provide support for more complex and larger clients and/or projects/programs.
Assist and support for overall project delivery (cost, schedule, quality, information, contracts) on multiple project assignments.
Partner with financial analysts/ accountants and the project team to assist with oversight of management and tracking of budgets and schedules.
Works with client to access and work within external systems, if applicable and required.
Schedule and communicate with the client regarding project report status and delivery schedule.
Receive, process and forward client opportunities/requests for proposals and task orders to offices to initiate proposal process or work authorization and follow-up as needed.
Coordinate proposal/opportunity response with local offices, including coaching them on key client requirements
Maintain spreadsheets or other tracking systems regarding status of proposals and projects.
Assist with updates to TerraNet resource sites and/or CRM with client specific requirements, templates, communication, etc., related to scope, pricing, delivery, quality, as well as maintain and update key client contacts associated with the account.
Interact with key client contacts as needed or as directed.
Keep appropriate project team members informed of status, delivery issues, and other areas as needed.
Maintain updates to project status including timelines and deliverable dates and financial data.
Works with offices to ensure that client specific requirements are understood and followed.
Works with offices on change order requests to ensure timely delivery to client and approval.
Partner with financial analysts/ accountants and the project team to support proposal and project registration setup as needed.
Work with NAM to develop/maintain any Program Manual or related documents.
Support project/program leadership with client communication plans.
Maintain, communicate, and track milestones to project team.
Support project/program manager with resource management and resource assignment.
Maintains and updates the Terracon Client Portal, as applicable.
Provides training and coaching to operational project managers and team members on the use and applicability of Compass to enhance the Client Experience.
Works directly with Terracon Client Service Managers and/or Client Service Specialists to incorporate and progress the use of Compass, both internally and externally.
Follow safety rules, guidelines, and standards for all projects.
Participate in pre-task planning.
Report any safety issues or concerns to management.
Be responsible for maintaining quality standards on all projects.
Perform other duties as assigned.