Project Coordinator (CA, San Diego)

Restoration Management Company; San Diego (CA); On-site; USD 55,000 - 85,000; Full time

Job summary

Restoration Management Company is seeking a Project Coordinator to schedule and dispatch crews to residential and commercial property losses. You will support Project Managers, Supervisors and Directors with administrative duties and serve as the liaison to the corporate office for forms, policies and programs.

The role requires strong organizational skills, proficiency in MS Office, attention to detail and the ability to multi-task in a fast-paced restoration environment.

Qualifications

• 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.

Responsibilities

• Call customers to communicate or coordinate project schedules and respond to inquiries.
• Assist with Vendor Setup ensuring vendor has provided correct documentation.
• Answer phone calls from customers and direct to appropriate staff.
• Generate Work Orders and Change Orders and coordinate dispatch of crews.
• Maintain daily schedules for crews and assist in establishing schedules for efficiency.
• Prepare state, federal, and waste management paperwork for all asbestos projects.
• Update Invoice Tracking and ensure delivery of Payment Requests to management.
• Organize meetings (safety, in-office, production, etc.) as per policy.
• Serve as liaison to corporate office for new forms, policies, and procedures.

Skills

Scheduling

Customer service

MS Office

Multitasking

Attention to detail

English

Education

High School Diploma or equivalent

Job description

Restoration Management Company expects each, and every employee to embrace and apply in their daily activities the following company CORE VALUES: Team Spirit, Integrity, Quality, Humility, and Safety. These, in addition to the requirements listed below, are essential to the success of your career with Restoration Management.

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.

Reporting (these duties may be applicable, depending on Division/Department):

• Prepare daily management report on T&M Cost Spreadsheet, cross checking against subcontractor invoice and labor hours. Submit complete and accurate T&M paperwork daily to Central Billing.
• 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.
• Responsible for keeping petty cash supply balanced, authorizing reimbursements and
• tracking cash flow for submission to corporate office. (Except for Corporate)
• 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

Safety Requirements

• Regulatory Requirements: Adhere to all local, state, and federal safety regulations, including OSHA and EPA standards.
• Personal Protective Equipment (PPE): Required PPE may include gloves, masks, goggles, hard hats, and safety footwear. All employees must wear PPE as required for their specific roles and job site conditions.
• Ergonomic Practices: Practice ergonomic principles to prevent musculoskeletal disorders. This includes proper desk setup, using adjustable chairs, and maintaining good posture while seated.
• Office Safety Protocols: Adhere to established office safety protocols to maintain a secure work environment. This includes the following guidelines for the proper use of office equipment and ensuring that workspaces are free from clutter to prevent trips and falls.
• Safety Training: Complete all mandatory safety training sessions, including but not limited to hazard communication, emergency response, and safe equipment handling.
• Reporting Safety Concerns: Ability to identify and immediately report any unsafe conditions, hazards, incidents or injuries to supervisors without fear of retaliation.
• Emergency Procedures: Familiarize yourself with emergency procedures relevant to your specific job site, including evacuation routes, and emergency contacts.

Physical Requirements

General Physical Abilities:

• Lifting and Carrying: Ability to lift and carry materials or equipment weighing up to 25 lbs. regularly and up to 50 lbs. with assistance.
• Physical Activities: Ability to perform tasks that require, walking, bending, reaching, crouching, kneeling, climb, squat, crawl, lift above shoulder, reach, and twist.
• Sitting and Standing: Prolonged sitting or standing required (in office, driving and/or at job sites). Regular alternating between sitting and standing
• Repetitive Motions: Continuous repetitive motion and tasks involving L/R hand movement (computer/mouse), wrists, or arms (e.g., typing, data entry).
• Machinery Operation: Capacity to operate machinery and tools as required by job tasks, which may involve fine motor skills and hand-eye coordination.
• Visual Ability: requirement for clear vision (e.g., close work, computer use, eye coordination)

Working Conditions

• Indoor office setting for corporate roles, including working with standard office equipment (computers, phones, printers). May involve regular meetings, (in person or zoom) and collaboration with team members.

Field Environment:

• Outdoor fieldwork at restoration sites, which may include residential, commercial, or industrial properties. Duties may involve exposure to different weather conditions (sun, rain, snow, heat).
• Potential exposure to hazardous materials, chemicals, or contaminants specific to restoration work, requiring strict adherence to safety protocols and use of PPE.
• Work after hours and weekends given our 24/7 business operations

Travel Requirements:

• May include travel to and from job sites, requiring the use of company vehicles. Possibility of attending out-of-town training or conferences.