Project Coordinator

JE Dunn; Nashville (TN); On-site; USD 50,000 - 65,000; Full time

Job summary

JE Dunn Construction is seeking a Project Coordinator to provide routine administrative support to the internal and external project management team. The role focuses on collecting, processing, organizing, and filing data to support documents, reports, and compliance across projects.

You will manage bid invitations, specifications, subcontracts, dashboards access, and various project communications, while ensuring timely and accurate information flows.

Qualifications

• 2+ years administrative or clerical support experience (Required).
• 2+ years construction project support experience (Preferred).
• Must be able to lift up to 10 pounds.
• May require periods of travel.
• Must be willing to work non-traditional hours to meet project needs.
• Normal office environment, but may be exposed to extreme conditions (hot or cold).
• Frequent activity: Sitting, Viewing Computer Screen.

Responsibilities

• Utilizes responsibility matrix (WorkSmart) to ensure alignment with ongoing business process improvement efforts, supporting full project lifecycle.
• Collects, processes, inputs, organizes and files data and documentation from various sources and stakeholders as requested by project management team in accordance with established business processes.
• Processes information within specific timeframes in order to maintain efficiency and timeliness.
• Provides timely and effective communication to internal and external stakeholders.
• Supports project management during the bidding process, with deliverables such as creating bid invitations, preparing specifications documents, addressing regulatory and compliance requirements and creating, tracking and following up on bid communications.
• Supports project management during the award process by; issuing and/or preparing bond memos; setting up, issuing, and fully executing subcontracts; system access to dashboards.
• Organizes information into standard formats and reports in various systems and locations such as the project dashboard, CMiC, electronic signature tools, etc. Maintains documents per established file structure.
• Coordinates submission of project documentation per project requirements. Prepares routine correspondence (such as letters, emails, meeting notes and proposals) and reviews outgoing materials for conformance with best practice standards and formats.
• Creates and distributes potential change items (PCIs) and requests for information (RFIs). Follows up as needed to include pricing efforts and distribution of change orders.
• Supports project management with project deliverables, such as managing information on the project dashboard and electronically processing various documents (such as submittals, pay applications, bills of sale, compliance documentation, requests for information and change documents).
• Tracks, monitors and/or collaborates with internal stakeholders to ensure necessary documentation meets compliance requirements before releasing payments to subcontractors.
• May receive and direct incoming telephone calls and visitors or provide additional administrative support to other functions to help meet business and staffing needs.
• Shares subject matter expertise to support teamwork and deliver results.
• Utilizes discretion and integrity with highly confidential and sensitive information.
• Demonstrates commitment to the highest standards of customer satisfaction by displaying courtesy and sensitivity and responding promptly to customer needs.

Skills

MS Office

Communication

Organizational skills

Team collaboration

Critical thinking

Attention to detail

Adaptability

Education

High School Diploma or GED

Tools

CMiC

Electronic signature tools

Job description

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Best People + Right Culture. These are the driving forces behind JE Dunn’s success.

By hiring inspired people, giving them interesting and challenging work, enabling them with innovative tools, and letting them share in the company’s rewards, we’ve found a sustainable way to grow in our industry for the last 100+ years.

Our diverse teams around the country strive to enrich lives through inspired people and places everyday, and we need inspired people like you to join us in our pursuit of building perfection.

Role Summary

The Project Coordinator will provide routine administrative support to internal and external project management team members. This position will collect, process, input, organize and file data and documentation from various sources and stakeholders in order to support the administrative, documentation, data, reporting, compliance and communications needs of projects. All activities will be performed in support of the strategy, vision and values of JE Dunn.

• Autonomy & Decision Making: Follows directions and refers all exceptions to supervisor.

Key Role Responsibilities - Core

PROJECT COORDINATOR – CORE

• Utilizes responsibility matrix (WorkSmart) to ensure alignment with ongoing business process improvement efforts, supporting full project lifecycle.
• Collects, processes, inputs, organizes and files data and documentation from various sources and stakeholders as requested by project management team in accordance with established business processes.
• Processes information within specific timeframes in order to maintain efficiency and timeliness.
• Provides timely and effective communication to internal and external stakeholders.
• Supports project management during the bidding process, with deliverables such as creating bid invitations, preparing specifications documents, addressing regulatory and compliance requirements and creating, tracking and following up on bid communications.
• Supports project management during the award process by;
  • Issuing and/or preparing bond memos
  • Setting up, issuing, and fully executing subcontracts
  • System access to dashboards
• Organizes information into standard formats and reports in various systems and locations such as the project dashboard, CMiC, electronic signature tools, etc. Maintains documents per established file structure.
• Coordinates submission of project documentation per project requirements. Prepares routine correspondence (such as letters, emails, meeting notes and proposals) and reviews outgoing materials for conformance with best practice standards and formats.
• Creates and distributes potential change items (PCIs) and requests for information (RFIs). Follows up as needed to include pricing efforts and distribution of change orders.
• Supports project management with project deliverables, such as managing information on the project dashboard and electronically processing various documents (such as submittals, pay applications, bills of sale, compliance documentation, requests for information and change documents).
• Tracks, monitors and/or collaborates with internal stakeholders to ensure necessary documentation (such as badging, certified payroll, diversity reporting, insurance certificates, bonds, lien waivers, affidavits, etc.) meets compliance requirements before releasing payments to subcontractors.
• May receive and direct incoming telephone calls and visitors or provide additional administrative support to other functions to help meet business and staffing needs.
• Shares subject matter expertise to support teamwork and deliver results.
• Utilizes discretion and integrity with highly confidential and sensitive information.
• Demonstrates commitment to the highest standards of customer satisfaction by displaying courtesy and sensitivity and responding promptly to customer needs.
• Manages difficult or emotional customer situations promptly and efficiently.
• Meets client commitments; recognizes and acts upon service opportunities.
• Solicits and applies feedback to improve quality and service.
• May support various administrative needs for the project team as needed, such as arranging team member travel, managing expense reporting, etc.

Key Role Responsibilities - Additional Core

N/A

Knowledge, Skills & Abilities

• Ability to perform work accurately and completely, and in a timely manner
• Communication skills, verbal and written
• Proficiency in MS Office
• Organizational skills
• Ability to work collaboratively and cross-functionally to obtain information or solve problems in support of the team’s goals
• Critical thinking ability
• Ability to deliver quality through attention to detail
• Ability to learn and use a variety of software, tools and systems necessary to meet business needs
• Knowledge of administrative, office and general billing procedures
• Ability to build relationships and collaborate within a team, internally and externally

Education

High School Diploma or GED (Required).

Experience

• 2+ years administrative or clerical support experience (Required)
• 2+ years construction project support experience (Preferred)
• Must be able to lift up to 10 pounds
• May require periods of travel
• Must be willing to work non-traditional hours to meet project needs
• Normal office environment, but may be exposed to extreme conditions (hot or cold)
• Frequent activity: Sitting, Viewing Computer Screen
• Occasional activity: Standing, Walking, Bending, Climbing, Reaching above Shoulder, Pushing, Pulling

Benefits Information

The benefits package aligned to this position is Professional Non-Union. Please click the link below for more details.

This role is expected to accept applications for at least three business days and may continue to be posted until a qualified applicant is selected or the position has been cancelled.

JE Dunn Construction is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity/Affirmative Action Employer and it is our policy to provide equal opportunity to all people without regard to race, color, religion, national origin, ancestry, marital status, veteran status, age, disability, pregnancy, genetic information, citizenship status, sex, sexual orientation, gender identity or any other legally protected category. JE Dunn Construction is a background screening, drug-free workplace.

JE Dunn provides reasonable accommodations to qualified individuals with disabilities. If you would like to request a reasonable accommodation in order to apply for a job, please submit your request to [e-mail]

JE Dunn Construction Company does not accept unsolicited resumes from search firms or agencies. Any resume submitted to any employee of JE Dunn Construction without a prior written search agreement will be considered unsolicited and the property of JE Dunn Construction Company. Please, no phone calls or emails.

Requisition ID: 62495

Why People Work Here

At JE Dunn we offer our employees an inspired place to enrich their life and the lives of those around them

Building on our rich history, our employee owners are shaping the future of JE Dunn. In our team-focused environment we do life together and are generously rewarded for our efforts

About JE Dunn

For more information on who we are, click here.

JE Dunn participates in the Electronic Employment Eligibility Verification Program.