Senior Project Coordinator

Webcor; San Francisco (CA); On-site; USD 55,000 - 63,000; Full time

Job summary

Webcor is seeking a Senior Project Coordinator to support the project team with day-to-day administrative tasks, subcontract administration, and payroll processing. The role includes ensuring safety, coordinating office operations, and aiding in project start-up and close-out on a California construction site.

The candidate will handle document control, vendor setup, and interaction with the Sustainability department, while also supporting accounts payable and project accounting within CMIC and

Qualifications

• Associate degree or equivalent experience required.
• Minimum five years’ experience in accounting, preferably Accounts Payable.
• LEED GA certificate required within 12 months from start date of hire or last review.
• Previous construction experience preferable working for a general contractor.
• Ability to operate autonomously with priorities and compressed timetables.
• Minimum three years supervisory experience preferred.

Responsibilities

• Provide administrative support to the project team for day-to-day activities including subcontract administration and payroll.
• Coordinate jobsite office setup, equipment, supplies and vendor services.
• Promote sustainable practices with Webcor’s Sustainability department and project team.
• Copy, scan, upload files, prepare binders, set up new vendors and subcontractors.
• Answer phones, greet visitors, manage office supplies and meeting spaces.
• Distribute mail and coordinate couriers.
• Support project accounting: maintain subcontract files, POs, COs, lien waivers, and insurance documents; process invoices and upload to CMIC.
• Process new hires and field payroll verification in iTIME weekly.
• Promote safety and ensure training completion; document requirements for injured workers.
• Assist with project close-out tasks including demobilization and document archiving.

Skills

MS Office proficiency

Adobe Acrobat

Excellent organizational skills

Strong communication skills

Supervisory experience

Education

Associate degree or equivalent experience

LEED GA certificate within 12 months

Tools

CMIC construction software

iTIME payroll system

Job description

The Senior Project Coordinator provides administrative, clerical support, to the project team for the day-to-day activities on the project including: administration of subcontracts and all associated construction compliances, documents, and documentation; electronic processing of subcontractor and vendor invoices and payroll; job site safety; office management; and initiates and executes project start-up and close-out. In addition, the Senior Project Coordinator must meet all deadlines and adhere to Webcor’s Policy & Procedures standards.

Essential Duties And Responsibilities

• Provide overall administrative support to the project team for the day-to-day activities on the project including administration of subcontracts and all associated construction compliances, documents, and documentation; electronic processing of subcontractor and vendor invoices and payroll; job site safety; and office management.
• Coordinate jobsite office set up, office and phone equipment, office supplies and vendor’s services
• Responsible for promoting and coordinating sustainable practices with Webcor’s Sustainability department and project team
• Copy, scan, upload files, prepare binders, set up new vendors, and subcontractors
• Answer phones, greet visitors, order office and food supplies, maintain office and housekeeping of kitchen, mail area, conference room(s) and lobby
• Distribute incoming mail/ packages and prepare outgoing packages; US Mail, GSO, Fed Ex, UPS, Plan/Drawings Services and couriers
• In conjunction with Field Administration Manager, responsible for the Project Accounting process within specified timelines where Sr. Project Coordinator or Project Accountant is not assigned to project: - Review, prepare, and maintain subcontract files, Purchase Orders, Subcontracts, Change Orders, Preliminary Notices, Lien Waivers, and Certificates of Insurance - Work closely with Subcontractors to collect monthly progress billings and compliances - Onsite, electronic processing of Subcontractor and Vendor invoices - Review, scan and upload all required construction compliances and documents into CMIC
• Process new hire field and transfer employees and coordinate field lay off paperwork
• Enter and verify field payroll for project field and salary in iTIME each week
• Promote safety during the performance of all daily project responsibilities
• Ensure completion for all assigned Click Safety training courses for employees and provide documentation for injured workers
• Assist project team with project close out tasks including subcontractors and vendors close out, office demobilization and move out and archiving project documents, inclusive of all documentation required and in accordance with Webcor’s Policy & Procedures

Technical Skills And Knowledge Required

• Strong computer skills with the ability to use MS office with proficiency (Word, Excel, Outlook). Knowledge of Adobe Acrobat and Reader.
• Familiarity with database information flow/costing software, preferably CMIC construction software
• Adept in learning new software quickly and able to navigate and use to review, track, and upload various documents
• Excellent organizational skills.

Leadership And Communications Skills Required

• Lead, manage and mentor more junior staff.
• Advanced communication skills. Ability to address an audience of various sizes and effectively communicate his/her message and ideas. Ability to write clear and concise thoughts in a professional manner
• Working decision quality and use of sound judgement.
• Advanced level customer focus and the ability to work cohesively with many constituents.

Required Education And Work Experience

• Associate degree or equivalent experience required.
• A minimum of 5 years’ experience in accounting preferably Accounts Payable
• Ability to operate autonomously while dealing with priorities and compresses timetables
• Minimum three years supervisory experience preferred
• Previous construction experience preferable working for a general contractor
• LEED GA certificate required within 12 months from start date of hire or from date of last performance review

Physical Requirements

Performance of the required duties will require physical ability to climb permanent and temporary stairs, passenger use of construction personnel hoists, ability to climb ladders and negotiate work areas under construction Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and the ability to adjust focus Performing this job requires use of hands to finger, handle, or feel objects, tools or controls, sit, talk, hear, stand, climb, balance, stoop, kneel, crouch, or crawl While performing the duties of this job, the employee regularly works on-site at the construction work site where the employee is exposed to moving mechanical parts; high precarious places; fumes or airborne particles; outside weather conditions and risk of electrical shock The noise in these work environments is usually moderate to very loud

Range of base pay is $40-$46/hr. Actual pay is based on individual skill level and experience.

This is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned. Webcor is AN EQUAL OPPORTUNITY EMPLOYER.

Webcor is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.