Project Coordinator (Dubuque, IA) - Westphal & Co.

Westphal & Company, Inc.; Dubuque (IA); On-site; USD 48,000 - 68,000; Full time

Job summary

Westphal & Co., Inc. is seeking a Project Coordinator to organize and support our construction staff across planning, execution and closeout stages. You will help manage schedules, documentation, and communications to ensure on-time, on-budget project delivery.

The role emphasizes accuracy, confidentiality, and collaboration with the PM team, foremen, and clients in a busy office environment.

Qualifications

• Experience supporting project teams in construction.
• Strong problem-solving and confidentiality.
• Excellent verbal and written communication.
• Ability to organize and maintain project documentation.

Responsibilities

• Support Project Management Team including startup activities and documentation.
• Assist with creating purchase orders and permitting processes.
• Support scheduling using Microsoft Project.
• Create, expedite and maintain logs for shop drawings, RFIs, daily reports and change orders.
• Draft subcontracts and collect COIs and safety certifications.
• Update construction drawings to internal platforms.
• Prepare project correspondence and reports for management and clients.
• Develop and track QA/QC procedures and logs.
• Create equipment directories, labels and tags.
• Support project closeout with manuals, affidavits and warranty letters.
• Update historical cost database after project completion.
• Perform other duties as requested by Foreman or PM Team.
• Coordinate office gatherings and events for the DBQ branch.

Skills

Administrative experience

Construction industry experience

Detail-oriented

Verbal and written communication

Tools

Autodesk Build

Microsoft Project

Job description

Job Summary: We are seeking a highly organized and detail-oriented Project Coordinator to support our staff and construction field staff on various tasks regarding the coordination and execution of construction projects. The project coordinator will assist in planning, executing, and closing projects while ensuring completion on time and within budget.

Our applications and resume submissions are carefully reviewed and vetted by a real person, without the use of AI or automated technology. Each submission receives personalized attention to ensure a thorough and thoughtful evaluation.

Essential Duties

Understand and uphold company policies, as well as maintain competency in the procedures, work instructions, and other documentation required for safely, effectively, and correctly performing the duties specified below:

Supports the Company's Project Management Team including:

• Facilitates project start up activities such as Autodesk Build site set up and organizing project documentation
• Assists with creating purchase orders as required
• Applies for electrical permits on multiple platforms
• Assists with construction scheduling using Microsoft Project
• Creates, expedites and maintains logs for formal construction documents including: shop drawing submittals, requests for information, daily reports, change orders and other job specific requests
• Writes subcontracts and collets COI’s, safety prequalification certifications and relays to the customer
• Updates construction drawings from GC’s platform to Westphal’s internal platform
• Composes and manages project correspondence
• Develops, implements and tracks Quality Assurance/Quality Control procedures, documents, logs and issues
• Creates equipment directories, labels and tags
• Prepares project reports for management, project stakeholders or our client
• Expedites job closeout activities including: outstanding shop drawing submittals, operation and maintenance manuals, affidavits, warranty letters, manufacturer start-up procedures, owner trainings or any additional project documentation required during the closeout process
• Updating historical cost database upon project completion
• Performs other duties as requested by Foreman or Project Management Team
• Help coordinate office gatherings and events for the DBQ branch.

Qualifications & Experience

• 2 – 5 years of Administrative Experience, Construction Industry – Preferred
• Strong problem-solving abilities.
• High attention to detail and ability to manage confidential information with professionalism and diplomacy.
• Excellent verbal and written communication skills.

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands: While performing the duties of this job, the employee is regularly required to sit; use hands to finger, manipulate, handle, or feel; and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

Work Environment: Work is performed in an office environment with low to moderate noise levels. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Westphal & Co., Inc. is an Equal Employment Opportunity Employer and does not discriminate on the basis of race, color, gender, religion, age, national origin, citizenship status, veteran status, sexual orientation, genetic information, disability, and or any other basis protected by law or company policy.