Project Coordinator

Tri-Valley Career Center; Tracy (CA); On-site; USD 42,000 - 62,000; Full time

Job summary

Tri-Valley Career Center seeks a Project Coordinator to schedule and create all work orders for production and warranty jobs, and to maintain builder invoices. The role requires strong communication with Installers, homeowners, and builders, plus bilingual Spanish/English proficiency.

You will manage invoicing, scheduling, and reporting using Google, Excel, RFMS, and Dropbox while coordinating with foremen and office staff to keep projects on track.

Qualifications

• Bi-lingual in Spanish and English.
• Experience with invoicing and scheduling is a plus.

Responsibilities

• Generate invoices accurately for client accounts.
• Deliver invoices via digital and traditional mail to clients.
• Use accounting software to identify overdue accounts and notify clients.
• Verify amounts on all purchase orders.
• Maintain invoicing data in spreadsheets and portals as they occur.
• Schedule warranty work with homeowners and builders and invoice as needed.
• Input client schedules, ensure correct work orders, invoice extra work, and report material shortages.
• Create and maintain work orders and builder options.
• Report missing or incorrect materials from jobsites.
• Ensure installers receive work orders before job starts.
• Communicate with customers, vendors and internal teams.
• Coordinate with installers to confirm material, update offices, and adjust schedules daily.
• Maintain schedules with Foreman to keep installers productive.
• Ensure materials are onsite before installations.
• Schedule warranty work and obtain builder sign-offs.
• Track new jobs in portals and notify for material orders.
• Edit work orders for options and changes.
• Support office staff with admin tasks.
• Generate and maintain reports via Google, Excel, RFMS, and Dropbox.
• Duties may change at any time.

Skills

Bilingual Spanish/English

Tools

Google

Excel

RFMS

Dropbox

Job description

Job Description

The Project Coordinator is responsible for scheduling and creating all work orders for all production and warranty jobs. The position is responsible to maintain contact with all Installers to manage the flow of the project. Additionally, the position is responsible for creation and maintenance of builder invoices. Person must be Bi-lingual....

Job Description

The Project Coordinator is responsible for scheduling and creating all work orders for all production and warranty jobs. The position is responsible to maintain contact with all Installers to manage the flow of the project. Additionally, the position is responsible for creation and maintenance of builder invoices. Person must be Bi-lingual....

Job Responsibilities

• Generate invoices accurately and expeditiously specific to client accounts.
• Deliver invoices to clients via digital and traditional mail services.
• Utilize accounting software to identify outstanding accounts and notify clients when they are overdue.
• Ensure that amounts on all purchase orders are correct.
• Maintain invoicing information on all spreadsheets/customer portals as they occur.
• Scheduling – Primary contact with homeowners/builders to schedule warranty work and invoice as needed.
• Scheduling – Input schedule received from clients and ensure all Installers have the necessary and correct work orders, invoice extra work as reported by Installers at the end of the day and report material shortages to appropriate persons. Correspond with Foreman as needed.
• Create work orders and maintain information such as builder options.
• Report builder missing and/or incorrect material from jobsite.
• Act as a key agent to schedule jobs, create work orders and ensure Installers have received their work orders prior to their job starting.
• Communication with customers, vendors and internal employees (office staff, field supervisors and crews).
• Communication with all Installers. Discover if there is missing material and get that information to office and shop personnel immediately. At the end of the day contact all Installers to find out what has been completed and adjust the schedule accordingly.
• Maintain the schedule with Foreman and ensure Installers have full and organized days.
• Ensure material is onsite prior to install schedule.
• Schedule all warranty work and ensure sign offs get to the builder.
• Keep track of any new jobs in the portals. Notify office personnel if material needs to be ordered when new phases are released.
• Edit work orders for options and any changes as needed.
• Support office personnel with various administrative tasks
• Generate and maintain any reports as needed via Google, Excel, RFMS, or Dropbox
• Duties, responsibilities, and activities are not limited to the above, and may change at any time

Must be bi-lingual in both Spanish and English