Aptitude Senior Project Coordinator

JE Dunn; Atlanta (GA); On-site; USD 55,000 - 85,000; Full time

Job summary

JE Dunn is seeking a Senior Project Coordinator to provide administrative support across multiple projects, collecting and organizing data, and ensuring compliance throughout the lifecycle. You will work with the project management team to prepare documents, maintain dashboards, and coordinate bid and award processes.

Ideal candidates have 3+ years of administrative experience, with construction project support preferred, and willingness to travel.

Qualifications

• 3+ years administrative or clerical support experience (Required).
• 5+ years administrative or clerical support experience (Preferred).
• 3+ years construction project support experience (Preferred).
• Must be able to lift up to 10 pounds.
• May require periods of travel.
• Must be willing to work non-traditional hours to meet project needs.

Responsibilities

• Utilizes responsibility matrix (WorkSmart) to ensure alignment with ongoing business process improvement efforts, supporting full project lifecycle.
• Collects, processes, inputs, organizes and files data and documentation from various sources and stakeholders as requested by project management team.
• Maintains documents per established file structure and prepares routine correspondence.
• Supports bidding process with bid invitations, specifications documents and bid communications.
• Supports the award process by issuing bond memos, setting up subcontracts and granting system access to dashboards.
• Organizes information into standard formats and reports in CMiC and other systems.
• Tracks and coordinates project documentation such as submittals, pay applications, and change documents.
• Monitors compliance documents (badging, payroll, insurance certificates, liens, etc.) before payments.
• May arrange travel and expense reporting for team members.
• Shares subject matter expertise and demonstrates discretion with confidential information.

Skills

Communication skills

MS Office

Organizational skills

Attention to detail

Team collaboration

Business acumen

Education

High School Diploma or GED

Tools

JE Dunn project management software

Job description

Select how often (in days) to receive an alert:

Best People + Right Culture. These are the driving forces behind JE Dunn’s success.

By hiringinspired people, giving theminteresting and challenging work, enabling themwithinnovative tools, and letting themshare in the company’s rewards, we’ve found asustainable way to growin our industry for the last 100+ years.

Role Summary

The Senior Project Coordinator will provide routine and some advanced administrative support to internal and external project management team members for a greater volume of projects and/or components of larger, more complex projects. This position will collect, process, input, organize and file data and documentation from various sources and stakeholders in order to support the administrative, documentation, data, reporting, compliance and communications needs of projects. All activities will be performed in support of the strategy, vision and values of JE Dunn.

• Autonomy & Decision Making: Makes decisions on routine matters, provides recommendations to supervisor and refers all exceptions to supervisor.

Key Role Responsibilities - Core

PROJECT COORDINATOR – CORE

• Utilizes responsibility matrix (WorkSmart) to ensure alignment with ongoing business process improvement efforts, supporting full project lifecycle.
• Collects, processes, inputs, organizes and files data and documentation from various sources and stakeholders as requested by project management team in accordance with established business processes.
• Processes information within specific timeframes in order to maintain efficiency and timeliness.
• Provides timely and effective communication to internal and external stakeholders.
• Supports project management during the bidding process, with deliverables such as creating bid invitations, preparing specifications documents, addressing regulatory and compliance requirements and creating, tracking and following up on bid communications.
• Supports project management during the award process by:
  • Issuing and/or preparing bond memos
  • Setting up, issuing, and fully executing subcontracts
  • System access to dashboards
• Organizes information into standard formats and reports in various systems and locations such as the project dashboard, CMiC, electronic signature tools, etc. Maintains documents per established file structure.
• Coordinates submission of project documentation per project requirements. Prepares routine correspondence (such as letters, emails, meeting notes and proposals) and reviews outgoing materials for conformance with best practice standards and formats.
• Creates and distributes potential change items (PCIs) and requests for information (RFIs). Follows up as needed to include pricing efforts and distribution of change orders.
• Supports project management with project deliverables, such as managing information on the project dashboard and electronically processing various documents (such as submittals, pay applications, bills of sale, compliance documentation, requests for information and change documents).
• Tracks, monitors and/or collaborates with internal stakeholders to ensure necessary documentation (such as badging, certified payroll, diversity reporting, insurance certificates, bonds, lien waivers, affidavits, etc.) meets compliance requirements before releasing payments to subcontractors.
• May receive and direct incoming telephone calls and visitors or provide additional administrative support to other functions to help meet business and staffing needs.
• Shares subject matter expertise to support teamwork and deliver results.
• Utilizes discretion and integrity with highly confidential and sensitive information.
• Demonstrates commitment to the highest standards of customer satisfaction by displaying courtesy and sensitivity and responding promptly to customer needs.
• Manages difficult or emotional customer situations promptly and efficiently.
• Meets client commitments; recognizes and acts upon service opportunities.
• Solicits and applies feedback to improve quality and service.
• May support various administrative needs for the project team as needed, such as arranging team member travel, managing expense reporting, etc.

Key Role Responsibilities - Additional Core

SENIOR PROJECT COORDINATOR

• Supports job set-up and updates the system as needed to reflect changes.
• Experienced with performing work tasks associated with full project life cycle.
• Responds to business needs and requests from various stakeholders, often with limited information. Takes steps to gather knowledge and information necessary to complete tasks.
• Prepares advanced correspondence and non-standard communications, using independent thinking.
• Processes advanced and/or unique reports as needed, based upon knowledge of more advanced project systems and information.
• Assesses priorities and competing demands and adjusts allocation of time and resources to increase efficiency and effectiveness.
• Demonstrates positive approaches to adapting to change. Supports project, work program and corporate change initiatives.
• Functions as subject matter expert on best practices and processes and shares knowledge and expertise with team members.

Knowledge, Skills & Abilities

• Ability to perform work accurately and completely, and in a timely manner
• Communication skills, verbal and written – Intermediate
• Proficiency in MS Office – Intermediate
• Organizational skills – Intermediate
• Ability to deliver quality through attention to detail – Intermediate
• Business acumen and critical thinking ability – Intermediate
• Ability to learn and use a variety of software, tools and systems necessary to meet business needs
• Knowledge of construction industry terminology and documents – Intermediate
• Knowledge of administrative, office and billing procedures – Intermediate
• Proficiency in JE Dunn project management software – Intermediate
• Knowledge of organizational structure and available resources
• Ability to build relationships and collaborate within a team, internally and externally – Intermediate

Education

• High School Diploma or GED (Required).

Experience

• 3+ years administrative or clerical support experience (Required)
• 5+ years administrative or clerical support experience (Preferred)
• 3+ years construction project support experience (Preferred)
• Must be able to lift up to 10 pounds
• May require periods of travel
• Must be willing to work non-traditional hours to meet project needs
• Normal office environment, but may be exposed to extreme conditions (hot or cold)
• Frequent activity: Sitting, Viewing Computer Screen
• Occasional activity: Standing, Walking, Bending, Climbing, Reaching above Shoulder, Pushing, Pulling

Benefits Information

The benefits package aligned to this position is Professional Non-Union.

This role is expected to accept applications for at least three business days and may continue to be posted until a qualified applicant is selected or the position has been cancelled.

JE Dunn Construction is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity/Affirmative Action Employer and it is our policy to provide equal opportunity to all people without regard to race, color, religion, national origin, ancestry, marital status, veteran status, age, disability, pregnancy, genetic information, citizenship status, sex, sexual orientation, gender identity or any other legally protected category. JE Dunn Construction is a background screening, drug-free workplace.

JE Dunn Construction does not accept unsolicited resumes from search firms or agencies. Any resume submitted to any employee of JE Dunn Construction without a prior written search agreement will be considered unsolicited and the property of JE Dunn Construction Company. Please, no phone calls or emails.

***For this opportunity, JE Dunn Construction will not sponsor an applicant for work visa status or employment authorization, nor will we offer any immigration-related support for this position (including but not limited to H-1B, F-1 OPT, F-1 STEM OPT, F-1 CPT, J-1, TN-1 or TN-2, E-3, O-1, or future sponsorship for U.S. lawful permanent residence status.)***

Why Work at Aptitude

Being a part of the Aptitude team offers a unique combination of the excitement of contributing to the growth of an innovative start-up, yet also backed by the stability of a nearly 100-year-old leader in the construction industry. We take pride in hiring smart, capable team players who are subject matter experts in a wide variety of technology systems and who enjoy the challenge of complex, yet rewarding projects. What’s more, we enjoy giving back to our communities, and we like to have fun!

About Aptitude

We participate in the Electronic Employment Eligibility Verification Program.