Project Coordinator: Bids, Contracts & PM Support

Capstone Mechanical, LP.; Canton, Northern (OH, KY); Hybrid; USD 38,000 - 56,000; Full time

Job summary

Capstone Mechanical, LP. Canton, OH is seeking a Project Coordinator to provide administrative support to Project Managers and the project management process. The role involves bid preparation, job setup, subcontracting, invoicing, and coordination with subcontractors and PMs.

The successful candidate will have a high school diploma, proficiency with Microsoft Office, and strong organizational skills. Office-based position with duties across pre-construction through closeout and monthly billings.

Qualifications

• High School Diploma (or equivalent) – required.
• Microsoft Office - required
• Strong attention to detail – required
• Strong organizational skills – required
• Ability to work with the GM, contractor, subcontractor, PM, etc. to interact with, address questions or action items that surface regarding a job during core hours
• Ability to participate in bid day procedures – including last minute collaborative efforts
• Ability to support the PM, team members as necessary

Responsibilities

• Prepare bid documents – compile bid packets / proposals
• Complete job pre-qualification forms, new customer forms, EFT request forms
• Delivery of bids including bids that require hand delivery vs. submitted electronically
• Set up new jobs and create purchase orders in accounting system
• Work with estimating department on turnover process and documentation, assign project numbers and move files form estimating to project management when project is awarded
• Send out a Notice of Commencement requests and Notice of Furnishings letters
• File notice to owner
• Prepare subcontracts and change orders - Sub/ material equipment POs separate from COs
• Ongoing and contact with subcontractors, contractors, PMs, etc.
• Understand and apply job costing, cost codes and cost classes
• Understand and apply retainage and percentage of completion
• Request insurance certificates and bonding, etc. as applicable from agents
• Certificates of insurance to general contractor
• Prepare various types of AR Invoices, AIA, and T&M
• Prepare letter or spreadsheets for Project Managers - job set up sheet
• Understand application of and process - sales and use tax relating to job setup
• Send out WC & W9 forms when requested by customers
• Update all qualification/background documents every 6 months / as needed
• Submit documents via client websites and portals
• Compile Operation & Maintenance Manuals
• Compile job close out documentation
• Assist/complete with all front-end documents for projects
• Process GC C/O keep log and COINS updated to reconcile for WIP
• Pull permits
• update CPR Master List
• Collect CPR's/Security Access etc. from subs-send to GC / Owner
• Coordinate with PMs on timely monthly billings for large AIA billings and small billings
• Aging A/R
• Workflow for AP
• Bonds – Backup
• Safety paperwork requests / ISNet / eligibility to get into a facility
• Plotter work / scanning blueprint documents
• Enter write-up, Schedule of Values
• Major equipment purchase orders- issue letters of intent to include requesting lead times and submittal data
• Subcontractors- issue letters of intent and request submittal data
• Coordinate turnover meetings from estimating to operations
• Available at office for ongoing and immediate coordination with PMs
• Process and execute necessary permits that are required for construction projects.
• Set up, organize, and maintain the construction project filing system on server
• Assemble contract and subcontract routing process
• Purchase orders and direct owner purchases
• Close-out process
• PM special coins reports / drawdowns
• Print reports requested by project managers
• File current inspection test reports and daily reports that are provided by superintendents
• Field team folder on server for foreman access
• Other duties as assigned

Skills

Attention to detail

Organizational skills

Communication with PMs/contractors

Bid day procedures

Team collaboration

Education

High School Diploma

Tools

Microsoft Office

Job description

Capstone Mechanical, LP. Canton, OH is seeking a Project Coordinator to provide administrative support to Project Managers and the project management process. The role involves bid preparation, job setup, subcontracting, invoicing, and coordination with subcontractors and PMs.

The successful candidate will have a high school diploma, proficiency with Microsoft Office, and strong organizational skills. Office-based position with duties across pre-construction through closeout and monthly billings.