Project Coordinator

Modern Companies, Inc.; Davenport (IA); Hybrid; USD 42,000 - 66,000; Full time

Job summary

Modern Companies is seeking a Project Coordinator to organize and manage the administrative aspects of construction projects, including scheduling, progress tracking, documentation, and timely invoicing. You will work closely with Project Manager(s) to achieve project goals and ensure financial health through accurate billing.

Upholding integrity and service, you will support the accounting and PM teams, manage contracts and change orders, and help maintain ERP records and project files in a

Qualifications

• Minimum of two years administrative assistant experience required.
• Experience in project coordination preferred.
• Proficiency in Microsoft Office and ERP software.
• Strong communication and time management abilities.

Responsibilities

• Coordinate project administration with Project Manager(s) and Accounting teams.
• Identify, collect and review contracts, change orders, insurance, and lien documents.
• Ensure documentation is requested and received throughout the project lifecycle.
• Create job numbers and set up contracts and projects.
• Process change orders and maintain ERP data and invoices.
• Communicate with Project Managers to confirm requests and verify invoices.

Skills

Microsoft Office

ERP systems

Time management

Written and verbal communication

Attention to detail

Multi-tasking

Basic accounting

Analytical thinking

Tools

ERP software

Job description

The Project Coordinator is responsible for organizing and managing the administrative aspects of a construction project including scheduling tasks, tracking progress, maintaining documentation, facilitating communication between team members and ensuring projects are billed timely. The Project Coordinator works closely with assigned Project Manager(s) to achieve project goals, and accurate and timely invoicing to maintain the company’s financial health.

The Project Coordinator upholds the company’s core values of integrity, service, leadership, empowerment, and innovation while demonstrating a dedicated and results-driven work ethic.

Essential Duties and Responsibilities

Project Coordination

• Partner with the Project Management and Accounting teams to support administrative requests
• Identify, collect and review documents related to contracts, Time and Material project set up, Progress Billing project set up, Subcontract project set up, AIA documentation, Lien Waivers, change orders, bonds, Certificates of Insurance and Customer billings
• Ensure all required documentation is requested and received throughout the duration of project
• Create job numbers when setting up contracts and projects and share with Project Manager
• Enter/process change orders submitted by Project Manager(s)
• Correspond regularly with assigned Project Manager(s) to confirm requests are completed, follow up on outstanding items, and to verify invoices prior to sending to external billing departments
• Enter and maintain data in ERP system including: email correspondence, invoices, set up templates, change order requests and confirmations, contracts, required/legal documentation, notes, etc.
• Update shared spreadsheets and files/folders with project documentation
• Collect Subcontract/Vendor contracts, certifications of insurance and bonds prior to starting work on a project and maintain through the duration of the project
• Complete daily, weekly and monthly scheduled tasks for assigned projects ensuring they are on track for budget and timeline
• Review projects monthly and ensure cost projections and adjustments are up to date for WIP
• Report project issues to Project Manager and/or Leader to ensure project success
• Identify areas to improve process, documentation and communication
• Recognize the need to earn profits on every job function
• Ability to assist in other work-related areas as necessary

Accounts Receivable

• Prepare and send invoices
• Partner with external Customer billing departments to request and verify payment and obtain required documentation
• Notify Customer billing departments via telephone or email on past due invoices or aging invoices
• Work with internal Accounting team on various requests, as needed

Communication

• Communicate professionally and throughout the process
• Understand the project and communicate with all parties involved
• Give full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times
• Collaborate effectively with others to achieve shared objectives, contributing positively to a group dynamic
• Provide support to various departments and team members on Project Coordinator, Accounts Receivable, process and ERP system questions

Process Improvement

• Evaluate project coordination processes and revise procedures to improve workflow efficiency
• Assist with the development of team members throughout their onboarding experience and as training needs arise

  Required Knowledge, Skills, and Abilities

  • Proficiency in specific software, tools and technologies relevant to the role (Microsoft Office products, ERP, etc.)
  • Ability to work daily and extended hours as necessary
  • Effective written and verbal communication skills, both professional and interpersonal
  • Ability to adapt to changing situations, new information and evolving priorities
  • Strong attention to detail, meticulously reviewing work to ensure accuracy and quality
  • Refined time management skills and the ability to multi-task
  • Basic knowledge of accounting processes
  • Advanced critical thinking and problem-solving skills, in addition to strong math and science skills

  Qualifications and Education Requirements

  • Minimum of two years administrative assistant experience required
  • Previous Experience in Project Coordination preferred

  AAP/EEO Statement

  At Modern we understand that every employee is different in his or her own way. We support and thrive off those differences. We do not discriminate in employment on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, retaliation, military status, or other non-merit factors. Modern is a proud Equal Opportunity workplace and Affinitive Action employer.