Administrative Project Coordinator (Building Division)

Work Location: 1112 Manatee Avenue West, Bradenton, Florida 34205 Work Hours: Monday - Friday, 7:30am - 4:00pm

Expected Starting Hourly Range: $23.67 - $29.59

This classification is responsible for high level administrative work involving coordinating staff activities for the division, including the preparation, reporting and analysis of assigned business projects under the supervision of the division manager overseeing project management activities, and ensuring project control procedures and policies within a program of related projects are executed.

Working Conditions

Typical indoor office environment. Sitting for long periods of time, working on computer. Lifting equipment or supplies up to 25 pounds alone and up to 50 pounds with assistance.

Essential Functions
These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.

Takes the lead in administrative functions of project-related assignments including overall planning, tracking and documentation of one or several projects from the project proposal phase to the project closeout.

Reviews and manages varied documents including requests for proposals, purchase orders, contractor forms and close-out documents.

Field requests from federal, state and local agencies, and/or the public with regard to project issues, resolving issues or routing the callers to applicable group/personnel.

Assists the department leadership with prioritizing, organizing and managing issues for resolution, internal and external communications and documenting status of projects.

Assists leaders with original contract negotiations and updating contract order changes.

Leads and monitors all scheduling activities and project repositories of documents.

Prepares documents for various recurring meetings including minutes, plans, etc.

Develops presentation documentation as required for projects and consolidate program status reports.

Manages relationships and all activities with all required partners related to program one-time and on-going financials (prepare division/department budget, assist with forecasts and report actuals).

Utilizes project management software for development and distribution of comprehensive set of monthly, weekly and ad hoc project financial reporting to a variety of program stakeholders (including templates for use by other project members).

Works closely with fiscal division to provide necessary detailed financial data to support the forecasting and tracking of capitalization and amortization; participates in all financial status meetings for the program.

Provides support for invoice processing.

Manages process for all required updates to internal financial management tracking tools.

Acts as central point of communication for core team members, management, business partners and other stakeholders on program, organization and platform issues.

Exercises discretion in managing correspondence, information, and escalating issues where appropriate.

Leads and monitors all scheduling activities for the division/department

Archives completed projects as required.

Prepares various project documents, as requested.

Assists in the review and editing of contracts and agreements.

Attends industry-related meetings, as required.

Coordinates the day-to-day activities at the direction of the Manager.

Assists in outlining priorities and organizing workload to meet project demands.

Assists in arranging the training of project staff.

Responsible for taking minutes for main project meetings as specified by the Manager.

Creates power point presentations for executive meetings; generates data from committee meeting minutes, database dashboards. Work with management team to determine content of presentations.

Acts as Department coordinator with residents and property owners on project issues.

Research and drafts items to be brought before Board of County Commissioners.

Organizes and coordinates special reports for the Director, Deputy Director and Division Managers, County Administrator and Board of County Commissioners.

Analyzes effectiveness of organization, cost control, interaction with other agencies and general public on special studies.

Handles all routine administrative functions

Receives complaints from the general public of various natures, investigates, proposes solution and makes a recommendation for implementation.

Performs other related work (including weather or other extreme emergency duties) as required.

Associate degree in business management or related field.

Minimum of five (5) years' experience in an executive administrative role requiring strong administrative, organizational and time management skills.

Valid Florida driver's license required within 30 days of hire.

Previous work experience in construction management, licensing/permitting, or business administration in structural construction or a related systems trade (within the last 10 years).

Possession of International Code Council (ICC) Permit Technician Certification or ability to obtain within (1) one year in position.

Applicants with ICC must obtain needed CEUs within the required timeframe to keep certification valid for renewal.

Equivalent combinations of education and experience may be considered.

Knowledge, Skills, and Abilities:

Forward-thinker with ability and desire to use cutting-edge technology.

Proven experience in documentation development.

Excellent knowledge of basic computer applications, systems requirements and databases.

Ability to work and multitask well under pressure.

Excellent written and verbal communication skills.

Possess strong organizational and prioritization skills.

Ability to work independently and as part of a team.

Ability to maintain accurate record keeping.

Communicate specific project details with various audiences.

Effectively communicate and demonstrate a positive attitude.

Ability to build and maintain positive, professional relationships, with ability to positively influence internal customers.

Thorough knowledge of the principles and practices of assigned area, which includes accounting, and administration related fields.

Knowledge of policies and procedures of County government.

Knowledge of budget development administration. Previous experience in financial reporting and budgeting desired.

Knowledge of County government and departmental operations.

Ability to establish and maintain effective relationships with employees, County officials, and the general public.

Ability to coordinate and manage various projects in an efficient and effective manner under constant pressure and strict deadlines.