Automation Project Coordinator

JOB SUMMARY :

The essential duties include supporting the Operations Manager, Engineering, Project Managers, Assistant Project Managers, Superintendents and Foreman. The PC is responsible for project billing, collection management, and contract document compliance including insurance certificates and lien waivers. The PC will assist in project procurement by preparing and issuing purchase orders and subcontracts, processing vendor invoices and closing remaining costs. Maintain the flow of documents, records, files, reports, and other information to and from a particular project site. This includes the proper controls of such information within the company and external to the company. These duties incorporate the adherence to standard CCI Mechanical forms and procedures, as well as the other duties that may be assigned. At times, the specific daily tasks may vary by project type, project requirements, and experience that the Project Coordinator has.

MANAGERIAL SCOPE :

Does not have any direct reports but will act as a liaison between the construction operations team and the CCI finance department to ensure all accounting standard operating procedures are followed.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Note: This is not intended to be neither a detailed nor comprehensive description on any individual employee’s job content. Managers set the specific duties and responsibilities for each employee.

• Must possess excellent written and verbal communications skills.
• You must have professional customer service skills with clients and subcontractors.
• Must prioritize in a fast-paced multi-task environment with organization skills.
• Must work with minimal supervision.
• Must effectively manage time and details.
• Build and maintain positive working relationships with customers, colleagues, union labor partners, subcontractors, vendors, and suppliers.
• Promote and engage in safe work practices whether in the office or on a jobsite.
• Assist with coordination of safety, compliance, and other training
• Complete weekly Good Work Practices (GWP).
• Attend the CCI standard Estimate Review Meeting to gain an understanding of the project scope, productivity factors, supplier, vendor, and subcontractor selections.
• Upon project award, pull a CCI project number and set it up in Dynamics.
• Participate in the review of the project contract to understand the requirements related to their project responsibilities – such as insurance and billing requirements, lien waivers, etc.
• Order specific insurance certificates and register the project on the State Construction Registry website.
• Schedule and attend CCI Automation Project Kickoff meetings
• Upon the receipt of subcontractor selection and completed worksheet from the PM, issue subcontracts to designated subcontractors (requesting their COI), commit subcontract amount in Dynamics.
• Manage subcontractor invoices for PM approval.
• Upon the receipt of completed PO worksheet, approved vendor quote and submittal from the PM/APM, commit PO amount in Dynamics, print for Purchasing signature, save in job file, and send a copy to vendor for signature.
• Manage PO invoices for PM approval
• Seek invoicing approval from appropriate parties as required by the Standard CCI Approval Matrix.
• Close-out remaining PO costs, pending approval from PM, monthly.
• Assist with submittals, RFI’s, and material ordering
• Maintains labor reports and compiles/runs other project reports as assigned by the Project Manager weekly
• Assist with preparing monthly reports and meeting materials
• Assist with onboarding new technicians
• Assist accounting department with annual audit requests and other compliance and research projects
• Issue the mid-month Project Billing List for PM review and completion.
• Complete the project specific GC Pay Request, Schedule of Values, and lien waiver (as needed).
• Processing job cost adjustments.
• Attend monthly project audit and project review meetings.
• Prepares monthly cost review, “Totals Only Report” to assist in monthly financial review.
• Track subcontractor compliance to contractual requirements and current insurance certificates.
• Manage project lien notices and supplier waivers twice a month to ensure invoices are paid and waivers are signed in a timely manner.
• Enter all financial paperwork into Dynamics to ensure timely and accurate job cost information.
• Ensure timely upload of Project Budget and/or Change Order budgets for all assigned projects.
• Manage certified payroll documentation, as needed for OCIP/CCIP wrap-up programs on specific projects.
• Must comply with all operating policies, procedures, plans, and programs.
• Working knowledge of the construction industry
• Other duties and responsibilities assigned by the Manager(s) as needed

EDUCATION/EXPERIENCE :

• High school diploma or equivalent is required; associate degree is preferred but not necessary.
• A minimum of 2 to 3 years of administrative construction experience. Basic knowledge of Safety, Accounting, Purchasing & Subcontracts, Project Start-up & Close-out, Contracts, Submittals, Pre-Planning, Scheduling, Project Evaluation, Project Changes, and Operating Procedures.

PERFORMANCE STANDARDS :

• Safety Focused – demonstrates commitment to and compliance with the CCI safety culture
• Communication – communicates clearly and concisely
• Customer orientation – establishes and maintains long-term customer relationships, building trust and respect by consistently meeting and exceeding expectations
• Team-focused – able to work effectively with other employees, supervisors, and external parties
• Policies and Procedures – demonstrates knowledge and understanding of organizational policies, procedures, and systems
• PC skills – demonstrates proficiency in Microsoft Office. Experience with Microsoft Dynamics is a plus.
• Job Specific Skills – read and interpret contract documents for needed information.
• Basic Skills – able to perform basic mathematical calculations, balance and reconcile figures, punctuate properly, spell correctly and transcribe accurately, able to manage multiple projects, pay close attention to detail, especially under pressure to meet deadlines, able to analyze and resolve problems.
• Personal Development – Demonstrates a desire to seek out training and development to improve skills

We have a strong core of long-term employees along with young talent that allows for a powerful combination of lessons learned and fresh ideas. Because of our anti-nepotism policy everyone in the firm has an equal opportunity to become leaders of CCI based on their merit and collegial attitude.

Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies. Please check our available positions to confirm that a post or email is genuine.

EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR’s normal application process – it is probably fraudulent.

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled

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