On-Site Project Coordinator – Contracts & Admin

Kids for the Future; Santa Teresa (NM); On-site; USD 55,000 - 75,000; Full time

Job summary

APIC Solutions is seeking a detail-oriented Project Coordinator to support our Operations team in New Mexico. This on-site role requires managing project setup, contracts, budgeting, and reporting to ensure program success.

You will work with Spectrum and Outlook to maintain files and prepare invoices and submittals. The ideal candidate has a High School diploma, strong organizational skills, and experience with scheduling, cost tracking, and customer coordination in a fast-paced environment in

Qualifications

• High School Diploma or GED Equivalent.
• Significant prior contract or administrative expertise.
• Strong organizational and time management skills.
• Demonstrated excellent oral and written communication skills.
• Ability to exercise good judgment, tact, and diplomacy.
• Skill in establishing and maintaining positive working relationships with employees and customers.
• Proficiency with accounting and project management software (Spectrum experience preferred).
• Ability to manage multiple projects and priorities simultaneously.
• Strong attention to detail and accuracy in data entry and financial records.
• Customer service orientation with ability to resolve issues professionally.

Responsibilities

• Open all jobs and work orders in Spectrum.
• Setup new customer accounts.
• Setup job budgets with information provided by managers.
• Create and maintain project folders and files.
• Coordinate project close-out documentation including O&M manuals, shop drawings, and test reports.
• Review all contracts and subcontracts for contract administration, communication, and documentation requirements.
• Manage change order tracking.
• Assist managers with project documents.
• Maintain project files, records, and document management systems.
• Implement records management programs for filing, protection, and retrieval of records.
• Complete and track submittals for all projects (prime and sub-contractors).
• Manage electronic and manual submittal submissions.
• Prepare required copies of all materials for submission to prime contractors and state agencies.
• Track submittal approvals, rejections, and status updates.
• Input all invoices, receipts, charges, and other costs into Spectrum.
• Maintain Work-In-Progress (WIP) logs and coordinate with managers for completion.
• Manage budget data entry into accounting system.
• Administer job costing and cost-to-complete meetings with managers and accounting.
• Prepare and submit purchase orders, invoices, and related forms.
• Maintain purchase order roster and invoice records.
• Prepare project billings and customer invoices.
• Prepare and track bond requests.
• Resolve payment issues with customers.
• Ensure timely and accurate data entry and verification in accounting systems.
• Create required management reports as requested.
• Prepare reports for contract compliance, ensuring accuracy and timeliness.
• Generate necessary financial records and reporting.
• Complete customer service surveys.
• Complete weekly payroll for field employees.
• Ensure accuracy of payroll data, including journeyman-to-apprentice ratios.
• Track and manage missed punch forms.

Skills

Organizational skills

Time management

Oral and written communication

Judgment and diplomacy

Customer service orientation

Project coordination

Multitasking

Attention to detail

Data entry accuracy

Education

High School Diploma or GED

College degree (B.S.) or equivalent

Tools

Spectrum (project/financial management)

Microsoft Outlook

Microsoft Office Suite (Word, Excel)

Accounting software

Job description

APIC Solutions is seeking a detail-oriented Project Coordinator to support our Operations team in New Mexico. This on-site role requires managing project setup, contracts, budgeting, and reporting to ensure program success.

You will work with Spectrum and Outlook to maintain files and prepare invoices and submittals. The ideal candidate has a High School diploma, strong organizational skills, and experience with scheduling, cost tracking, and customer coordination in a fast-paced environment in