Project Coordinator

Glenn O. Hawbaker, Inc.; Hazleton (Luzerne County); On-site; USD 52,000 - 72,000; Full time

Job summary

Glenn O. Hawbaker, Inc. is seeking a detailed-oriented administrative professional to support heavy/highway construction project management and accounting processes. The role collaborates with Project Managers and Superintendents to manage bids, procurement, and documentation.

The position emphasizes contract administration, cost tracking, schedule coordination, and compliance with PennDOT processes, with exposure to field activities as needed.

Qualifications

• Education and experience that provide the required knowledge and abilities.
• High school diploma or equivalent required; technical degree preferred.
• Two years of administrative experience in heavy highway construction preferred.

Responsibilities

• Review bid estimates with PM and Estimator to set production goals.
• Transfer bid data into accounting system and Heavy Job.
• Prepare reports, safety and quality plans, and DBE participation documents.
• Process changes orders and weekly quantities.
• Review subcontractor invoices with PM/Superintendent.
• Review shop drawings and submittals for owners.

Skills

MS Word

MS Excel

MS Outlook

Contract Admin

Construction Principles

Project Scheduling

Cost Estimating

PennDOT ECMS

Heavy Job

Education

High school diploma or equivalent

Associates or Bachelors in Civil Eng/Construction Mgmt

Tools

HeavyJob

PennDOT ECMS

Job description

Job Summary:

Work with Project Managers and Superintendent on the management and administrative requirements for heavy and highway construction and site development projects. This hourly, non‑exempt position works with direct and indirect supervision.

Essential Functions:

• Review bid estimates with Project Manager and Estimator to establish production goals.
• Transfer bid estimate with subcontractor and supplier information into the accounting system and Heavy Job.
• Prepare reports, business correspondence, and documents to include but not limited to safety plan, quality plan, DBE participation.
• Process changes orders.
• Process weekly quantities.
• Review weekly costs on active projects.
• Verify and process all subcontractor invoices with approval from Project Manager or Superintendent.
• Review shop drawings and submittals with Project Managers, material suppliers, and subcontractors; submit to owners for approval.
• Process PennDOT monthly 402 forms for verification of minority subcontract payments.
• Assist Project Manager with monthly cost projections.
• Assist Project Manager with final quantity review and approval with all subcontractors.
• Prepare and execute purchase orders and subcontract work orders.
• Maintain and review computerized or manual records of items purchased, cost, delivery, product performance, and inventories.
• Maintain a working technical knowledge of the goods or services to be purchased.
• Monitor and follow applicable laws and regulations.
• Establish and maintain vendor relations.
• Assist Accounts Payable with invoice verification and cost coding.
• Build Crew Leader packet for job.
• Manage cash and checking accounts.
• Exercise proper care and maintenance of company equipment.
• Frequently work more than 40 hours per week and non‑traditional hours including night shift, Saturdays and occasionally Sundays.
• Perform additional assignments per supervisor's direction.

Knowledge of:

• Basic Computer Skills: Microsoft Word, Excel and Outlook
• Contract Administration (i.e. prepare correspondence and documents, change orders, progress payments, etc.)
• Construction principles
• Project Scheduling
• Cost estimating
• PennDOT ECMS/PPCC
• Methods of organizing, directing and managing contract administration

Ability to:

• Learn, follow and enforce company policies and procedures.
• Work as a team player.
• Communicate effectively.
• Read and interpret plans and specifications.
• Use a computer and related office equipment.
• Research and Analyze information and make sound judgements with direct supervision.

Qualifications:

• Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.

Education:

• High school graduate or equivalent.
• Prefer Associate's or Bachelor's degree in Civil Engineering, Construction Management or a related field.

Experience:

• Prefer two years of administrative experience in the heavy highway construction industry preferred

Physical Requirements:

• Constant (67‑100%) ‑ Ability to sit for extended periods of time.
• Frequent (34‑66%) ‑ Ability to use standard office equipment to include computers, copiers, faxes, etc.
• Frequent (34‑66%) ‑ Ability to use hands for typing, filing and performing other administrative duties.
• Occasionally (0‑33%) ‑ Ability to work in field environment with exposure to dust, noise, inclement weather conditions, and extreme temperatures.
• Occasionally (0‑33%) ‑ Ability to walk and work on uneven terrain.
• Occasionally (0‑33%) ‑ Ability to wear required personal protective equipment.

This is a safety‑sensitive position.