Senior Project Coordinator, Advanced Industries

JE Dunn; Essex (VT); On-site; USD 65,000 - 90,000; Full time

Job summary

JE Dunn Construction in Vermont is seeking a Senior Project Coordinator, Advanced Industries, to provide administrative support to the project management team across multiple projects. You will collect, organize and file data, prepare routine correspondence and help ensure compliance with company standards.

This role requires 3+ years of administrative or clerical support, a high school diploma, and willingness to travel.

Qualifications

• High School Diploma or GED (Required).
• 3+ years administrative or clerical support experience (Required).
• 5+ years administrative or clerical support experience (Preferred).
• 3+ years construction project support experience (Preferred).

Responsibilities

• Provides routine administrative support to internal and external project management team members.
• Maintains project documentation and data in standard formats and systems.
• Prepares routine correspondence and reviews outgoing materials for format and standards.
• Tracks and coordinates information for bids, awards, subcontracts and change documents.

Skills

Communication

MS Office

Organizational skills

Detail-oriented

Team collaboration

Education

High School Diploma or GED

Tools

JE Dunn project management software

Job description

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Senior Project Coordinator, Advanced Industries

Location: Essex Junction, VT, US

Best People + Right Culture. These are the driving forces behind JE Dunn’s success.

By hiringinspired people, giving theminteresting and challenging work, enabling them withinnovative tools, and letting themshare in the company’s rewards, we’ve found asustainable way to growin our industry for the last 100+ years.

Our diverse teams around the country strive to enrich lives through inspired people and places everyday, and we need inspired people like you to join us in building authentic partnerships.

JE Dunn’s Advanced Facilities Group (AFG) combines Mission Critical, Advanced Industries, and Industrial & Manufacturing into one high-performing team focused on cutting-edge work to serve innovative clients on large Industrial & Manufacturing, Data Center, and Semiconductor projects. As part of the Advanced Facilities team, you'll work on some of the most advanced construction projects across the country, growing your career alongside our diverse team of industry professionals.

Role Summary

The Senior Project Coordinator will provide routine and some advanced administrative support to internal and external project management team members for a greater volume of projects and/or components of larger, more complex projects. This position will collect, process, input, organize and file data and documentation from various sources and stakeholders in order to support the administrative, documentation, data, reporting, compliance and communications needs of projects. All activities will be performed in support of the strategy, vision and values of JE Dunn.

• Autonomy & Decision Making: Makes decisions on routine matters, provides recommendations to supervisor and refers all exceptions to supervisor.

Key Role Responsibilities - Core

• Utilizes responsibility matrix (WorkSmart) to ensure alignment with ongoing business process improvement efforts, supporting full project lifecycle.
• Collects, processes, inputs, organizes and files data and documentation from various sources and stakeholders as requested by project management team in accordance with established business processes.
• Processes information within specific timeframes in order to maintain efficiency and timeliness.
• Provides timely and effective communication to internal and external stakeholders.
• Supports project management during the bidding process, with deliverables such as creating bid invitations, preparing specifications documents, addressing regulatory and compliance requirements and creating, tracking and following up on bid communications.
• Supports project management during the award process by:
  1. Issuing and/or preparing bond memos
  2. Setting up, issuing, and fully executing subcontracts
  3. System access to dashboards
• Organizes information into standard formats and reports in various systems and locations such as the project dashboard, CMiC, electronic signature tools, etc. Maintains documents per established file structure.
• Coordinates submission of project documentation per project requirements. Prepares routine correspondence (such as letters, emails, meeting notes and proposals) and reviews outgoing materials for conformance with best practice standards and formats.
• Creates and distributes potential change items (PCIs) and requests for information (RFIs). Follows up as needed to include pricing efforts and distribution of change orders.
• Supports project management with project deliverables, such as managing information on the project dashboard and electronically processing various documents (such as submittals, pay applications, bills of sale, compliance documentation, requests for information and change documents).
• Tracks, monitors and/or collaborates with internal stakeholders to ensure necessary documentation (such as badging, certified payroll, diversity reporting, insurance certificates, bonds, lien waivers, affidavits, etc.) meets compliance requirements before releasing payments to subcontractors.
• May receive and direct incoming telephone calls and visitors or provide additional administrative support to other functions to help meet business and staffing needs.
• Shares subject matter expertise to support teamwork and deliver results.
• Utilizes discretion and integrity with highly confidential and sensitive information.
• Demonstrates commitment to the highest standards of customer satisfaction by displaying courtesy and sensitivity and responding promptly to customer needs.
• Manages difficult or emotional customer situations promptly and efficiently.
• Meets client commitments; recognizes and acts upon service opportunities.
• Solicits and applies feedback to improve quality and service.
• May support various administrative needs for the project team as needed, such as arranging team member travel, managing expense reporting, etc.

Key Role Responsibilities - Additional Core

SENIOR PROJECT COORDINATOR

In addition, this position will be responsible for the following:

• Supports job set-up and updates the system as needed to reflect changes.
• Experienced with performing work tasks associated with full project life cycle.
• Responds to business needs and requests from various stakeholders, often with limited information. Takes steps to gather knowledge and information necessary to complete tasks.
• Prepares advanced correspondence and non-standard communications, using independent thinking.
• Processes advanced and/or unique reports as needed, based upon knowledge of more advanced project systems and information.
• Assesses priorities and competing demands and adjusts allocation of time and resources to increase efficiency and effectiveness.
• Demonstrates positive approaches to adapting to change. Supports project, work program and corporate change initiatives.
• Functions as subject matter expert on best practices and processes and shares knowledge and expertise with team members.

Knowledge, Skills & Abilities

• Ability to perform work accurately and completely, and in a timely manner
• Communication skills, verbal and written – Intermediate
• Proficiency in MS Office – Intermediate
• Organizational skills – Intermediate
• Ability to deliver quality through attention to detail – Intermediate
• Business acumen and critical thinking ability – Intermediate
• Ability to learn and use a variety of software, tools and systems necessary to meet business needs
• Knowledge of construction industry terminology and documents – Intermediate
• Knowledge of administrative, office and billing procedures – Intermediate
• Proficiency in JE Dunn project management software – Intermediate
• Knowledge of organizational structure and available resources
• Ability to build relationships and collaborate within a team, internally and externally – Intermediate

Education

• High School Diploma or GED (Required).

Experience

• 3+ years administrative or clerical support experience (Required)
• 5+ years administrative or clerical support experience (Preferred)
• 3+ years construction project support experience (Preferred)
• Must be able to lift up to 10 pounds
• May require periods of travel
• Must be willing to work non-traditional hours to meet project needs
• Normal office environment, but may be exposed to extreme conditions (hot or cold)
• Frequent activity: Sitting, Viewing Computer Screen
• Occasional activity: Standing, Walking, Bending, Climbing, Reaching above Shoulder, Pushing, Pulling

Benefits Information

The benefits package aligned to this position is Professional Non-Union. Please click the link below for more details.

Base compensation for the Senior Project Coordinator, Advanced Industries role in US-VT is between $X and $X, depending on experience, and may be more than this range for candidates with exceptional experience and a demonstrated history of successful performance. In addition to base salary, the role is eligible to receive a target bonus based on bothindividual and company performance.

This role is expected to accept applications for at least three business days and may continue to be posted until a qualified applicant is selected or the position has been cancelled.

JE Dunn Construction is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity/Affirmative Action Employer and it is our policy to provide equal opportunity to all people without regard to race, color, religion, national origin, ancestry, marital status, veteran status, age, disability, pregnancy, genetic information, citizenship status, sex, sexual orientation, gender identity or any other legally protected category. JE Dunn Construction is a background screening, drug-free workplace.

JE Dunn provides reasonable accommodations to qualified individuals with disabilities. If you would like to request a reasonable accommodation in order to apply for a job, please submit your request to [e-mail]

JE Dunn Construction Company does not accept unsolicited resumes from search firms or agencies. Any resume submitted to any employee of JE Dunn Construction without a prior written search agreement will be considered unsolicited and the property of JE Dunn Construction Company. Please, no phone calls or emails.

***For this opportunity, JE Dunn Construction will not sponsor an applicant for work visa status or employment authorization, nor will we offer any immigration-related support for this position (including but not limited to H-1B, F-1 OPT, F-1 STEM OPT, F-1 CPT, J-1, TN-1 or TN-2, E-3, O-1, or future sponsorship for U.S. lawful permanent residence status.)***

Requisition ID: 63256

Why People Work Here

At JE Dunn we offer our employees an inspired place to enrich their life and the lives of those around them

Building on our rich history, our employee owners are shaping the future of JE Dunn. In our team-focused environment we do life together and are generously rewarded for our efforts

About JE Dunn

For more information on who we are, click here.

JE Dunn participates in the Electronic Employment Eligibility Verification Program.