Project Coordinator

FutureRecruit.net; Hillsboro (OR); On-site; USD 50,000 - 70,000; Full time

Job summary

A recruitment agency is seeking a Project Coordinator to provide high-level administrative support in Hillsboro, Oregon. The role involves tracking project documentation, assisting with billing processes, and preparing routine correspondence. Candidates with two or more years of experience in the electrical construction industry and proficiency in MS Word and Excel are preferred. This position requires excellent communication skills and a keen attention to detail, ensuring successful project coordination and documentation management.

Qualifications

• Two or more years of administrative experience in electrical construction.
• High degree of accuracy and attention to detail.
• Ability to prioritize and organize workload.

Responsibilities

• Provide support for project documentation tracking.
• Assist with project start-ups and close-outs.
• Prepare routine correspondence, reports, and proposals.
• Help with bid forms and maintain bid tracking logs.

Skills

Customer service

Attention to detail

Communication skills

MS Word

MS Excel

Organizational skills

Tools

Viewpoint Construction Software

Job description

What you will be doing:

The role of this position is to provide a high level of coordination support in a wide variety of areas, partnering with construction project management staff. This role will act as a support to the Project Manager and Assistant Project Manager to ensure accurate and efficient project documentation tracking. The Project Coordinator 1 role will also be responsible for maintaining and controlling the billing process and schedules per contract requirements.

• Assist with project start-ups and close-outs.
• Provides front desk relief and/or additional administrative support to others to help meet business and staffing needs.
• Prepares routine correspondence (letters, memos, meeting notes and proposals).
• Participates in development and implementation of training courses/programs.
• Help prepare reports, presentations, data, and contracts; process and distribute internally and externally.
• Coordinates activities for multiple business units and/or office locations.
• Assist with bid forms, proposals, and vendor proposals.
• Bid Tracking Log - Creating Bid Numbers and Maintaining.
• Produce small bid/change order with Project Manager assistance.
• Subcontract Checklist.
• Certificate of Insurance Requirements, Bonds, Billing Requirements.
• Contractual Requirements (Certified Payroll, OCIP/CCIP, Affidavits).
• Review specs for hard/soft copies required and review specs and reach out to vendors for material product sheets.
• Create submittal packages from information provided by the Project Manager or Assistant Project Manager.
• Monthly Lump Sum billings for subcontracts valued $100k-$5M (Including Pay Apps, SOV, Lien Waivers, Certified Payroll).
• Monthly billings for subcontracts valued greater than $5M (Including Pay Apps, SOV, Lien Waivers, Certified Payroll) GMP, Cost Plus
• Logging/Tracking but not limited to, insurance, bonding, permits, submittals, RFI's, change orders correspondence, drawings.
• Provide copies or scans of drawings.
• Ensure drawings are current, review new documents for changes, ensure all sets are accounted for
• Assist with writing RFI’s.Assist with material orders and/or tracking.
• Prepares routine correspondence (letters, memos, meeting notes).
• Assist with proposals.
• Assist with creating tiered subcontracts, managing compliance, and assisting with change management.
• Process electrical permits and process plan reviews with supporting documentation.
• Review specification or client documentation (hard/soft copies) for O&M, O&M warranty vendor requests, create O&M package from information provided by Project Manager or Assistant Project Manager, and coordinate record drawings to submit.

Experience you will need:

• Two or more years of lead administrative experience in electrical construction industry. Will consider candidates with additional years of related administrative construction experience, in lieu of electrical construction experience.
• High level of customer service to internal and external customers.
• A high degree of accuracy and attention to detail.
• Experience with Viewpoint Construction Software preferred.Must be able to work independently.
• Excellent communications skills (written and verbal).
• Proficiency at the intermediate or higher level in MS Word and Excel.
• Ability to prioritize and organize workload.
• Handle multiple tasks to successful and on-time completion.