Project Coordinator

Ultimate Staffing; Norcross (GA); On-site; USD 42,000 - 62,000; Full time

Job summary

Ultimate Staffing in Norcross, GA is seeking a Project Coordinator to manage scheduling and dispatching crews for residential and commercial losses, and to support project managers, supervisors, and branch staff with administrative duties.

The role requires a High School Diploma, strong MS Office skills, excellent English, and the ability to multitask and meet deadlines while maintaining accurate reports and documentation.

Qualifications

• High School Diploma or equivalent.
• Experience in restoration or construction is preferred.
• Strong MS Office proficiency and confidentiality.
• Customer service focus with strong interpersonal skills.
• Excellent English language skills.
• Ability to meet tight deadlines and work under pressure.
• High attention to detail and accuracy.

Responsibilities

• Schedule and dispatch crews for residential and commercial losses.
• Coordinate with Project Managers, Supervisors, and Directors on administrative duties.
• Serve as liaison to corporate office for forms, policies, and programs.
• Call customers to communicate schedules and respond to inquiries.
• Prepare and forward Work Orders and Change Orders for signature.
• Maintain daily schedules for crews and assist in planning.
• Organize weekly, bi-weekly, monthly meetings.
• Manage vendor setup and documentation.
• File and organize job reports, invoices, and BOS.
• Record daily updates in industry programs (Moisture Mapper, Xactanalysis, Mica).

Skills

MS Office

Customer service

English proficiency

Attention to detail

Multitasking

Deadline-oriented

Problem solving

Education

High School Diploma

Tools

MS Office Suite

Job description

We are looking to hire a Project Coordinator for our Norcross location!

Job Summary

Project Coordinator is responsible for scheduling and dispatching crews to residential and commercial property losses. This position supports one or more of the following: Project Managers, Project Supervisors, Superintendents, Branch Managers, and Directors with administrative duties when needed. Serve as the liaison to corporate office for all new forms, policies, procedures, and program issues.

Key Responsibilities

Core responsibilities for the position are as follows:

• Call customers for purposes of communicating or coordinating project schedules, and/or respond to general inquiries in a timely manner.
• Responsible for assisting with Vendor Setup ensuring vendor has provided correct documentation.
• Answer phone calls from customers, answer questions, or direct to appropriate staff when necessary.
• Generate Work Orders and Change Orders upon request, forward to customer for signature, and coordinate dispatch of crews accordingly.
• May be responsible for maintaining daily schedules for crews and other project members, and may assist in establishing schedules for increased efficiencies.
• May prepare required state, federal, and / or waste management paperwork for all Asbestos
• Projects, where applicable.
• Update Invoice Tracking spreadsheet and ensure delivery of Payment Request to management.
• Organize weekly, bi-weekly, monthly meetings in accordance with company policy, including but not limited to: safety meetings, In-office meetings, production meetings, etc.
• Work with Call Center regarding new job information.
• Label photos and upload into specific systems/programs.
• Create and maintain job files ensuring all job pertinent reports and documents, including budget worksheets, invoices, Project Reports and BOS are properly filed.
• Document daily updates on industry specific programs for all open jobs. Enter information from Tick Sheets completed by the Technicians and Project Managers into industry specific programs (Moisture Mapper, Xactanalysis, and Mica reports).

Branch office support may include:

• Distribute and send all US mail and interoffice mail (courier service) for the Branch.
• Monitor visitor access when required, ensuring all protocols (safety/corporate) are followed.
• Ensure all local, state, and federal postings as directed by HR and Safety are properly displayed.
• Organize timecards by division and review for errors. Where applicable enter hazard pay data and/or verify construction labor; submit to Payroll.
• Communicate with and assist Payroll and Human Resources with payroll and employee issues.
• Keep adequate levels of office supply inventory, RMC apparel, and order when necessary.
• Provide administrative support to: Branch Manager, Project Supervisor,
• Project Managers, Operations Manager, Technicians and Human Resources.
• Download documents and pictures into appropriate job folder for billing.
• Serve as point of contact to all office and/or project vendors, customers, and field personnel.
• Participate in production meetings.
• Serve as liaison to corporate office for new forms, policies, and procedures.

Experience/Requirements

The position of Project Coordinator requires the following:

• High School Diploma or equivalent.
• Proven work experience in a restoration or construction industry preferred.
• Use of good judgement and discretion with handling confidential data.
• Good knowledge in working with MS Office
• Customer service focus, with excellent interpersonal skills.
• Good grasp of English
• Excellent analytical and problem-solving abilities.
• Multi-tasker, with ability to meet tight deadlines, works well under pressure.
• Ability to follow directions, utilize resources.
• High attention to detail, accuracy, and proofreading

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.