Project Coordinator

INTREN, LLC; New London (WI); On-site; USD 45,000 - 65,000; Full time

Job summary

INTREN, LLC is seeking a motivated Project Administrator to support planning, scheduling, and close-out activities for assigned projects. You will help develop project plans and schedules to execute scope safely, efficiently, and cost effectively.

The role involves maintaining project records, data entry, and routine reporting, with collaboration across teams to ensure compliance with contract terms and timely delivery.

Qualifications

• Effective oral and written communication.
• Excellent interpersonal skills and problem-solving ability.
• Strong computer literacy and ability to multi-task.
• Ability to organize and prioritize work as a self-starter.
• Familiarity with MS Office tools and project software.

Responsibilities

• Set up and maintain project folders and work packets.
• Maintain project files from planning through close-out.
• Enter estimates and review production in multiple software systems.
• Print job logs and timesheets as needed.
• Coordinate with A/R for billing and payment when required.
• Prepare and generate routine reports and correspondence.
• Review field reports and provide summaries to PMs.
• Assist with preparation of proposals and submittals.
• Enter locates and manage submittal logs.
• Follow up on permits and vendor delivery information.
• Monitor vendor invoices for accuracy and conformance.
• Support project planning, scheduling, and close-out activities.
• Assist in researching new business leads.

Skills

Communication skills

Interpersonal skills

Computer literacy

Multi-tasking

Organizational skills

Self-starter

Education

High School Diploma or equivalent

Associate’s Degree preferred

Tools

MS Project

Excel

Word

Outlook

PowerPoint

Internet Explorer

Job description

Reports To

Assistant Project Manager, Project Manager, or Senior Project Manager

SUMMARY OF POSITION

The primary responsibility for this position is to support project planning, construction, and close-out activities as required by project or contract specifications. This position may also assist with the development of project plans and schedules to execute scope safety, efficiently, and cost effectively. May also help monitor project performance (cost, schedule, scope changes, safety, and quality).

ESSENTIAL FUNCTIONS

• Set-up project folders/work packets.
• Maintain project files throughout the course of the project (from planning through close-out).
• Entry of estimates and production review in multiple software systems.
• Printing job logs and timesheets as necessary.
• New job activation including requisition and release process in INTREN job software.
• May coordinate with A/R to ensure proper billing & payment.
• Prepare and generate routine reports and correspondence; some involvement in preparing more complex reports.
• Review field reports; provide summary reports to Assistant, Project or Senior Project Manager as required.
• Assist with preparation of proposals.
• Call and / or enter locates.
• Create and maintain project submittal log.
• Follow-up with vendors to obtain submittals and current equipment delivery information.
• Data entry of project information into multiple systems as required.
• Submit / Track / Follow-up on permit status as required.
• Track / Scan / Submit As-Builts to customer.
• Attend customer scheduling / job coordination conference calls as required.
• Assist the PM in monitoring the work on a regular basis to assure good quality control – conformance with contract documents (plans and specs).
• Review and track vendor invoices for accuracy and compliance with the contract terms and provide recommendation to PM.
• Job Close-out as required.
• May assist with researching new business leads.
• Other duties as assigned.

DESIRED MINIMUM QUALIFICATIONS

Requires effective oral and written communication skills, excellent interpersonal skills and strong computer literacy. Good problem-solving skills and the ability to multi-task are essential. Must be a self-starter and have the ability to organize and prioritize work.

• High School diploma, Associate’s Degree preferred or equivalent experience.
• Knowledge of advanced functions of Word, Excel, Outlook, MS Project, Power Point, and Internet Explorer.
• Must have excellent communication skills and writing skills.
• Must be able to comprehend and communicate information that is technical in nature.
• Effective analytical and problem solving skills with great ability to prioritize workload and meet deadlines.
• Exceptional interpersonal communication, presentation, and writing skills.
• Well organized, team player, professional and energetic.

Intren is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.