Project Coordinator

ELCCO Inc.; Kahului (HI); On-site; USD 60,000 - 85,000; Full time

Job summary

ELCCO Inc. is seeking an experienced administrative project coordinator in Hawaii to facilitate communications within the project delivery team and ensure timely deliverables.

You will set up project logs, track submittals, and maintain orderly files for field and support staff. Responsibilities include coordinating permits, inspections, and meetings; following up on overdue deliverables; and supporting the PM with agenda preparation and action-item tracking.

Qualifications

• 4-year engineering degree preferred.
• Strong written and verbal communication skills.
• Minimum 2 years project or office administrative experience.
• Construction environment preferred, but not required.
• Proficient with Microsoft Office; Windows & PDFs.

Responsibilities

• Facilitates prompt communications between all members of the project delivery team and ensures deliverables are delivered within required timeframes.
• Sets up new project logs/files and identifies submittal and field deliverable requirements.
• Compiles, logs, submits, and tracks ELCCO generated or received contract documents (RFIs, PCOs, Submittals, POs, Field Deliverables, Closeout Log).
• Maintains project files so they are readily available to the field and support team.
• Follows up on deliverables to minimize past-due items.
• Compiles and submits project permits and applications; tracks and distributes inspection results.
• Coordinates project inspections, trainings, commissioning, startup and other meetings as required by contract documents.
• Ensures timely material, tools and equipment commitments for installation activities.
• Prepares agenda items for PM meetings and acts as facilitator/minutes/timekeeper when needed.
• Tracks action items and ensures nothing is dropped; supports PM in staying on task.
• Prepares closeout deliverables in advance of project completion.
• Acts as gate keeper for PM and supports operational priorities.

Skills

Strong written and verbal comms

Project coordination

Office administration

Education

4-year engineering degree preferred

Tools

Microsoft Office

Job description

Responsibilities

Facilitates prompt communications between all members of the project delivery team and ensures correspondence and deliverables are delivered within the required timeframes. Responsible for non-technical administrative functions of the project while maintaining files and logs to ensure the construction documents are up to date, are orderly and readily available to the project delivery team.

• Sets up new project logs/files and identifies project submittal and field deliverable requirements
• Promptly compiles, logs, submits, and tracks the progress of ELCCO generated or received contract documents i.e.: RFIs, PCOs, Submittals, POs, Field Deliverables and Closeout Log activities.
• Maintains the project files so that they are readily available to the field & its support team
• Continuously follows up on deliverable owned by ELCCO or its Venders, Subs and Clients so as to minimize past‑due deliverables.
• Compiles and submits project permits and applications, tracks progress, submits for inspections and distributes results.
• Schedules and coordinates project inspections, training, commission, startup and other meetings as required by the contract documents.
• Stays ahead of material drop‑deadline, works with field and purchasing to ensure materials, tools and equipment commitments are filed in time for prompt delivery to jobsite prior to scheduled installation activities.
• Prepares agenda items for various project management meetings i.e.: Preconstruction, PM, Handoff, etc.
• Plays an active role in meetings (facilitate, minutes or timekeeper).
• Responsible for tracking and following up on action items and ensuring no balls are dropped.
• Prepares closeout deliverables in advance of completion of project.
• Acts as a gate keeper for the PM & supports the PM staying on task and aware of operational priorities.
• Takes on additional administrative and logistical tasks otherwise needing to be completed by PM wherever and whenever possible.

Knowledge, Skills and Abilities

• 4‑year engineering degree preferred
• Strong written and verbal communication skills
• Minimum 2 years project or office administrative experience
• Construction environment preferred, but not required
• Proficient computer skills and use of Microsoft office & products. Use Windows & PDFs efficiently.

Role Competencies

• Informing
• Customer Focus
• Priority/Setting
• Problem Solving
• Written Communications

Compensation and Benefits

ELCCO offers a comprehensive total compensation package with emphasis on training and development opportunities.

Equal Employment Opportunity

ELCCO is an equal opportunity employer that does not discriminate against candidates or employees based on age, color, disability status, genetics, race, national origin, religion, sex or sexual orientation, or veteran status, or any other characteristic protected by federal, state or local laws.