Project Coordinator

Terracon; Raleigh (NC); On-site; USD 55,000 - 75,000; Full time

Job summary

Terracon in Raleigh, NC is seeking a detail-oriented project support and document control professional. You will coordinate project documentation, assist with proposals, invoices, and change orders, and draft communications for internal and client-facing use.

The role involves updating TerraNet and CRM records, supporting budgets and schedules, and coordinating with local offices to ensure timely delivery and compliance with client requirements.

Qualifications

• Requires involvement with project administration and document control.
• Fluent use of Microsoft Office for reporting and communication.
• Driver’s license may be required for site access or travel.

Responsibilities

• Provide document control for projects per established processes and quality standards.
• Coordinate project documentation, proposals, fees, and change orders with the team.
• Draft communications and updates to TerraNet and CRM systems.
• Support budgeting, scheduling, and invoicing tasks with the project team.
• Coordinate client communications regarding status and deliverables.
• Assist with field and office tasks including drawings and drilling coordination as directed.
• Maintain project tracking, milestones, and client contact lists.

Skills

Microsoft Office

Driver's license

Education

Associate or bachelor's degree in related field

Tools

gINT Geotechnical software

AutoCAD LT

Job description

General Responsibilities

Provide project delivery support including document control and administration, project tracking, project quality and consistency, and drafting communications resulting in great client experience.

Essential Roles and Responsibilities

• Coordinate document processes and systems to support control and availability of project and client documentation to local office/operations, including tracking and routing of documentation.
• Partner with financial analysts/accountants and the project team to review, track and provide updates on proposal and project status/milestones, project billing, budgets, and timelines/schedules to ensure contract requirements and management policies are being followed.
• Partner with financial analysts/accountants and the project team to draft reports, templates, proposals, fee estimates, and change orders for projects.
• Draft communications and documentation and perform updates to systems including TerraNet and CRM.
• Partner with financial analysts/accountants and the project team to support management of project Work in Progress (WIP), invoicing and Accounts Receivable (AR).
• Schedule/coordinate utility locating services and clearances as needed for projects.
• Perform other engineering support tasks including development of drawings and directives for proposed boring and test pit locations and plans, preparation of boring and test pit logs and coordination of drilling, and field classification of soil and rock samples, as directed.
• Schedule and communicate with the client regarding project report status, delivery schedule, and system access.
• Coordinate client opportunities/requests for proposals, tasks and change orders to offices, including providing clarification of key project and client requirements.
• Promote and provide training and coaching to Operations on the use of Terracon client programs and systems.

Document Control

• Provide document control for projects per established processes to ensure adherence to quality standards and project requirements.
• Partner with financial analysts/accountants and the project team to review project billing activity to ensure compliance with contract requirements and management policies.
• Track and route documents into internal and/or external systems complying with client protocols and requirements.
• Collaborate with local office/operations to complete document compliance of projects, aligned with scope and within schedule.
• Provide a variety of project support related tasks involving document management.

Project Delivery Support

• Assist and support overall project delivery (cost, schedule, quality, information, contracts) on multiple project assignments.
• Partner with financial analysts/accountants and the project team to assist with oversight of management and tracking of budgets and schedules.
• Work with client to access and work within external systems, if applicable and required.
• Schedule and communicate with the client regarding project report status and delivery schedule.
• Receive, process and forward client opportunities/requests for proposals and task orders to offices to initiate proposal process or work authorization and follow-up as needed.
• Coordinate proposal/opportunity response with local offices, including coaching them on key client requirements.
• Maintain spreadsheets or other tracking systems regarding status of proposals and projects.
• Assist with updates to TerraNet resource sites and/or CRM with client-specific requirements, templates, communication, etc., related to scope, pricing, delivery, quality, as well as maintain and update key client contacts associated with the account.
• Interact with key client contacts as needed or as directed.
• Keep appropriate project team members informed of status, delivery issues, and other areas as needed.
• Maintain updates to project status including timelines and deliverable dates and financial data.
• Work with offices to ensure that client-specific requirements are understood and followed.
• Work with offices on change order requests to ensure timely delivery to client and approval.
• Partner with financial analysts/accountants and the project team to support proposal and project registration setup as needed.
• Work with NAM to develop/maintain any Program Manual or related documents.
• Support project/program leadership with client communication plans.
• Maintain, communicate, and track milestones to project team.
• Support project/program manager with resource management and resource assignment.

Compass Delivery Focus

• Maintain and update project or program-level Compass, as applicable.
• Provide training and coaching to operational project managers and team members on the use and applicability of Compass to enhance the client experience.
• Work directly with Terracon Client Service Managers and/or Client Service Specialists to incorporate and progress the use of Compass, both internally and externally.

General

• Follow safety rules, guidelines, and standards for all projects. Participate in pre-task preparation.

Requirements

• High school diploma and a minimum of 4 years’ related experience.
• Associate or bachelor’s degree in related field preferred.
• Experience with gINT Geotechnical software and AutoCAD LT preferred (if applicable).
• Fluent in Microsoft Office applications.
• A valid driver’s license with acceptable violation history may be required.