Project Coordinator

Celerity Integrated Services, Inc.; Quakertown (Bucks County); On-site; USD 52,000 - 76,000; Full time

Job summary

Celerity Integrated Services, Inc. in Quakertown, PA seeks a full-time Project Coordinator to support the Operations Department and collaborate across Sales, Accounting, Purchasing, Fleet and Facilities, Inventory, and Management.

The role emphasizes document control and proficient use of Foundation software while tracking project activities and coordinating team communications to meet schedule, budget, and scope.

Qualifications

• High School Diploma and AS degree or equivalent experience.
• 2-3 years of utility construction and customer service; telecom experience a plus.
• Excellent computers skills (MS Office and Adobe required, Foundation and Vitruvi a plus).
• Strong interpersonal and collaboration.

Responsibilities

• Work with internal and external customers as required to ensure smooth operations workflow.
• Assist in daily project planning and needs, including upkeep of Crew Calendar and scheduling.
• Coordinate and schedule traffic control with assistance of Purchasing.
• Coordinate with Human Resources to initiate and obtain security clearances for Operations.
• Ensure exports from Well-Bid are imported to Foundation and assist in creating the Job Material List.
• Import BOM from Well Bid to convert to JML and upload Bid data in Foundation UPB module.
• Collect, read, and save Daily Performance Reports and migrate to Daily Logs in Foundation/Workmax.
• Review timecards against DPRs/Daily Logs for payroll and job costing; notify discrepancies.
• Enter quantities or hours into Foundation; import Change Orders and update statuses.
• Meet with Department Managers daily to discuss Active Jobs Reports and prioritize tasks.
• Document projects in Foundation job center; ensure Query Reports accuracy.
• Ensure DVIRs and Toolbox Talks are completed by crews and forwarded to safety contact.
• Set up and import jobs in Vitruvi with PMs; migrate files after award.
• Assist in creating pre/post submittals and close-out packages; assist with billing.
• Maintain weekly expense sheets and project status reports for billing coordination.
• Support and back up other Project Coordinators; maintain weekly notes and action lists.

Skills

Interpersonal skills

Collaboration

Time management

Attention to detail

Oral comprehension

Written comprehension

Problem solving

Planning & organizing

Education

High School Diploma

AS degree or equivalent

Tools

Foundation

Vitruvi

MS Office

Adobe

Job description

Celerity, a telecommunications/construction company based in Quakertown, PA, is looking for a full time Project Coordinator. The Project Coordinator supports the Operations Department and interacts with all areas of the company including Sales, Accounting, Purchasing, Fleet and Facilities, Inventory, and Management as needed. The position functions successfully by maintaining document control and proficiently using Foundation Software while tracking project activities and coordinating team communications and activities to ensure project goals are accomplished within the schedule, budget, and scope parameters of the project.

Essential Job Duties and Responsibilities:

• Work with internal and external customers as required to ensure smooth operations workflow
• Assist in daily project planning and needs, including:
  • Upkeep and maintenance of Crew Calendar for Department Managers
  • Manage hotel accommodations for operations
  • Coordinate and schedule traffic control with assistance of Purchasing
  • Coordinate with Human Resources to initiate and obtain applicable security clearances/site clearances for Operations departments.
• Ensure that exports from Well-Bid system are correctly imported to Foundation system and assist in final creation of Job Material List (JML).
• Import Bill of Materials (BOM) from Well Bid to convert to Job Material List (JML)
• Upload of Unit Price Bids and Completed Quantities within the UPB module of Foundation
• Collect, read, and save Daily Performance Reports (DPRs). Assist in the migration of DPRs to Daily Logs completed in Foundation/Workmax
• Review timecards against DPR's or Daily Logs for accurate completion of both payroll information (hours) and job costing information (proper job number, phase, and cost code). Notifies appropriate manager of any discrepancies and/or missing entries.
• Enter quantities completed or hours used into Foundation for labor, materials and equipment.
• Import Change Order (COs) from Well Bid; update statuses and dates of Change Orders in Foundation
• Meet with Department Managers regularly (daily) to discuss Active Jobs Reports (AJR), including reviewing, prioritizing, and completion of tasks to expedite jobs to closure.
• Use job center in Foundation to document projects including job notes, meeting minutes and customer contacts
• Ensure all applicable Foundation entries are made so that Query Reports are accurate.
• Ensure Daily Vehicle Inspection Reports (DVIRs) and Toolbox Talks are completed by crews daily and forwarded to the safety point of contact
• Complete initial setup and import of jobs in Vitruvi, working alongside PM's.
• Migrate files, prints, and other operational/non-financial documents to appropriate drive folders upon award of project
• Assist in creating project pre and post submittals as required; assist with project close out packages, including as-builts.
• Assist DMs in compiling weekly expense sheets
• Maintain and collate job status reports from the project managers for the coordination and completion of billing with the Department Manager.
• Assist Department Managers with ensuring all job billing is current and complete
• Assist and back up other Project Coordinator(s)
• Maintain Weekly Resource Meeting Notes and Action Item List
• Maintain Weekly Operations Meeting Notes

Education and Experience:

• High School Diploma and AS degree or equivalent experience and education
• 2-3 years of utility construction and customer service, telecom experience a plus
• Excellent computers skills (MS Office and Adobe required, Foundation and Vitruvi a plus)
• Strong interpersonal and collaboration

Competencies:

• Active Listening
• Time Management
• Planning & Organizing
• Critical Thinking
• Attention to Detail
• Accuracy
• Teamwork
• Oral Comprehension
• Oral Expression
• Written Comprehension
• Problem Sensitivity
• Problem Solving

Position Type/Expected Hours of Work:

This is a full-time position. Days and hours of work are Monday through Thursday, 8 AM to 5 PM, Fridays are 7AM - 3:30PM.

Hours must be flexible based on business needs. This is not a remote position, must report to the office each workday.

Celerity is an Equal Opportunity Employer