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Inside Project Coordinator

3 months ago

Miami, United States Eventstar Structures Full time
Job DescriptionJob Description

The primary task of the Inside Project Coordinator is to be the liaison between the Operations Department and the Sales Department.

DUTIES AND RESPONSIBILITIES

· Collaborate with sales team to understand project scope, timelines, and client expectations.

· Collaborate with the Operations and Sales team to develop Production Schedules and Narratives, incorporating feedback and input from both departments and client.

· Initiate kick-off production meetings once Work Orders are released to ensure seamless project commencement.

· Collaborates with the Sales Account Manager to create and release the Project Brief in preparation for the initial kick-off production meeting.

· Coordinate with operations team to ensure smooth transition from sales to project implementation phase.

· Collaborate with the Operations and Sales teams to identify subrental needs. Assist in coordinating sub-rented items and creating requisitions for the procurement department to generate purchase orders. Additionally, update the Subrental database as necessary.

· Collaborate with Operations to confirm heavy equipment and outsourced freight needs for each project, ensuring alignment with budgetary constraints.

· Place orders for heavy equipment or provide equipment needs list to clients if they are responsible for providing such equipment.

· Keep a meticulous log to track rental start and call-off dates for heavy equipment, ensuring efficient project management, adherence to timelines, and reconciliation of vendor invoices.

· Generate requisition forms to be submitted to the procurement department for outsourcing freight needs for a project.

· Ensure completion of controls, including but not limited to, verifying that requisitions have been submitted to procurement for any special equipment requests found on the Work Orders, travel requisition has been submitted if travel is needed, tool requisition has been submitted for toolbox preparation, etc.

· Help in drafting a Job Hazard Analysis for each project, as well as preparing the Scope of Work and Safety Audit Form to be submitted to the safety advisor for the creation of a site-specific safety plan.

· Assist in gathering necessary documentation for site managers, such as retrieving engineering documentation for structures, latest site plans etc.

· Assembles Site Packets with retrieved documents and blank copies of required forms onsite.

· Arrange an extra production meeting closer to the installation date for Site Managers and the project team to review updates and distribute Site Packets containing necessary documentation and plans to the site managers.

· Able to read blueprints, drawing, calipers, tape measures and angle gauges.

· Perform other duties as assigned.

REQUIREMENTS

· Bachelor’s Degree, or equivalent combination of education and work experience preferred.

· 3 + years of Sales experience preferred.

· Bilingual English and Spanish required.

· Experience in events, equipment rental, or construction type industry preferred.

· Strong experience with Microsoft Office applications (Excel, Outlook, PowerPoint, Word).

· Must pass pre-employment background check and drug screen if required.