Project Coordinator

Description

OVERALL OBJECTIVE: Contributes to the success of a client project by assisting with program/project management duties.

JOB COMPLEXITY/SCOPE: Program/project management assignments are in a variety of areas including monitoring and reporting on financials, schedules, quality management, document control, contract and project closeout, and contract administration. 

SUPERVISION:  Works closely with and takes direction from a PM/client management. Normally receives general instructions on routine work, detailed instructions on new projects or assignments. Work is reviewed for application of sound professional judgment. 

FLSA STATUS: Non - Exempt

JOB DUTIES:

Schedule Management

· Understands and becomes familiar with the scheduling process and reporting requirements.

· Visits job site to monitor progress and conformance with job schedule. 

· Under the direction of a project manager, expedites work on time-critical tasks to prevent delays. Follows up with appropriate parties on deficiencies that must be corrected.

· Assists PM in developing a closeout schedule, including requirements; assists in monitoring, following-up, and reporting to ensure completion of all closeout activities.

Cost Management

· Under direction of PM, develops and maintains the project budget document.

· Follows and or processes the contractor’s billing, change orders, and all required backup documentation such as lien waivers, proof of insurance, photos, etc.; obtains client approvals. 

· Under PM’s approval, manages project expenditures, updates budget, and tracks payments.

· Develops and updates other financial reports as required by project or client.

Contract Administration

· Prepares and maintains proper documentation of all project-related activities.

· Performs independent quality checks to ensure the proper maintenance of required documentation of all project-related activities and tasks.

· Coordinates activities involving obtaining, analyzing, and preparing informational and statistical reports. 

· Regularly communicates with team as directed by PM/client staff. Collects data and information for PM/client staff. Gains basic understanding of various types of contracts and the scope of services associated with each. 

Requirements

QUALIFICATIONS AND REQUIREMENTS:

· Bachelor’s degree in Construction Management, Architecture, Engineering, or related field, plus 3-5 years of A/E/C administrative or project management experience, or equivalent combination preferred.

· Ability to use a computer, the Internet, word processing, spreadsheet, and email software.

REQUIRED COMPETENCIES: 

Flexibility and Adaptability 

· Adjusts to new or changing assignments, processes, and people.

· Demonstrates willingness to listen to other opinions.

· Provides examples of shifting from task to task. 

Learning Oriented 

· Shows readiness and ability to learn new concepts, processes, and tools.

· Uses mistakes, failures, and successes as data for future development.

· Makes use of publications and becomes familiar with professional associations and industry conferences

Oral Communications 

· Utilizes techniques to verify that a verbal message was received as intended.

· Uses language appropriate to audience.

· Listens without defensiveness or excessive self-reference.

Teamwork 

· Actively participates in team meetings.

· Demonstrates open, friendly, accepting, and supportive behaviors with team members.

· Fulfills personal duties and responsibilities assigned by the team.

Problem Solving 

· Identifies and documents specific problems and resolution alternatives.

· Helps to analyze risks and benefits of alternative approaches and obtain decision on resolution.

· Facilitates reconciliation rather than divisiveness among individuals

Written Communication 

· Produces written materials relevant to own work and department.

· Uses organization's guidelines for writing reports, correspondence, documentation, etc.

· Welcomes and uses feedback/editing assistance.

PHYSICAL AND MENTAL REQUIREMENTS:

Job duties in an office setting require the following: 

· Ordinary ambulatory skills sufficient to move throughout the office;

· The ability to exert up to 10 pounds of force occasionally and/or a negligible amount of force constantly to move objects;

· Good hand-eye coordination; the ability to reach with hands and arms; and arm, hand, and finger dexterity, including the ability to grasp;

· Close visual acuity to use a keyboard, operate office equipment, prepare and review data and figures, and view a computer monitor;

· The ability to talk and hear;

· The ability to work in an upper level of a high-rise office building (Cotter Chicago office and some client offices); 

· The ability to handle temperature changes consistent with inside environmental conditions; and

· Mental abilities including remembering, reasoning, concentrating to remain on task, reading, problem solving, managing concurrent tasks, and the ability to understand and follow directions.

For job duties that require visiting a construction work site, the following is required:

· Normal color vision; 

· The ability to ascend and descend ladders, stairs, scaffolding, ramps, etc., using feet and legs and/or hands and arms;

· The ability to move across uneven surfaces and the ability to maintain body equilibrium to prevent falling on uneven or slippery surfaces; 

· The ability to stoop, kneel, or crouch; 

· The ability to stand for sustained periods of time;

· The ability to work in confined spaces and narrow passageways; 

· The ability to work in high places; and

· The ability to handle outside environmental conditions including extreme heat, extreme cold, loud noise levels, fumes, odors, dusts, gases, and oils.