Project Coordinator

2 months ago

Woburn, United States Arch Painting Full time
Job DescriptionJob Description

We work better together, this job is 100% office-based.

Description / Purpose:

We are growing and need to add to the team.

Project Coordinators are vital in the business and provide support and assistance to the Project Management and Operational team. The primary responsibilities of this role are to be but not limited to:

· Issue work orders to the painting crews

· Manage Production Scheduling

· Order and oversee hiring/off-hire of all lift equipment and staging

· Manage small work requests

· Assist and support Project Managers as required

Key Responsibilities:

· Generate and issue Work Orders via DocuSign daily, for all projects on time, ensuring that the orders include but are not limited to the following:

- Scope of works - ensure that the scope is relevant to the subcontractor and remove any wording, clauses, or costs we may have included within our detailed estimate for the client

- Price – ensure the price is marked clearly for the crews, taking care of T&M work orders and detailing a not-to-exceed price.

- Materials - Clearly indicate if Arch Painting is purchasing materials

- Other – Include any other important information or direction as required, follow up with the subcontractor should the Work Order not get signed before the works commence, ensure all projects have PO’s and Contracts in place before work orders are issued

· Coordinates with Project Managers to maintain production schedule

- Schedules subcontractors

- Assures and equipment, lifts

· Manage and maintain the labor tracker in conjunction with the Senior Vice President

- Keep labor tracker updated and accurate at all times

- Call all crews each morning/evening (dependent upon project start time) to ensure they are on-site and on the way.

- If required, call the PM to advise on any issues and contact the customer to advise of any late arrival as needed.

· Manage procurement of equipment and staging/scaffolding for all projects

- Issue PO’s to the vendors – clearly detailing the project address, date required, potential hire duration, costs, equipment needs, etc

- Ensure that we off-hire in writing as needed

- Monitor the on hire status of equipment to ensure that no projects are completed/closed out, with equipment still being on hire

- Monitor and track any company-owned equipment

· Oversee, manage, and schedule crews for all small work order requests received via email and customer portals.

· Provide Support to the Project Management & Operational Team

- Assist (when required) the Project Managers with calls to customers and crews as required.

- Assist (when required) the Project Managers with ensuring all change orders are recorded in the system and project record, and appropriate correspondence is in place. It could be emailing the clients to confirm change orders or official change order paperwork.

- Ensure that the crews submit all signed change order/time records to support any claims

- Ensure that all records/paperwork/documentation/drawings are saved to the project record, especially regarding the GC projects.

· CRM Data entry

Minimum Qualifications:

· The position requires attention to detail, strong organizational skills, and excellent communication and interpersonal skills.

· Sound judgment and follow-through to accomplish tasks to completion.

· Uses tact and discretion.

· The ideal person will be a flexible & self-motivated team player who is willing to learn and perform various duties depending on the team's needs.

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