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Project Coordinator

2 months ago

Waltham, United States Delphi Construction Full time
Job DescriptionJob DescriptionSalary: 60-70k

The Project Coordinator administratively supports the project team in delivering construction projects, which meet or exceed Delphi’s goals by properly supporting the management of the process and the relationships with clients and trade partners.
Reports to VP of Finance and Business Operations and Project Manager


Responsibilities


Project Set-Up
Coordinate with field staff and project team to ensure that all necessary items are in place to operate a successful project site (i.e., field office set-up, trailer, portable toilets, dumpsters, water, office supplies, etc.).
•Set-up all jobsite communication (i.e., phones, internet, etc.) and have in place prior to project start date
•Accurately set up project information in Procore.
•Keep all systems current as information changes including dates, status, and team members
•This role is responsible for making sure on-site dates are up-to-date and accurate in Procore.
•Supports Compliance to ensure required contract and insurance in place to start working and keeps PM informed of any issues that arise.
•Work with project team to understand needs that are specific to the project/client. This includes type of contract (GMP/Lump Sum/Cost Plus), documentation specific to client (lien releases, back-up documentation, etc.) and project specific requirements (i.e., Phius, LEED, EEO tracking, OCIP, etc.)
•Set-up project files in accordance with Delphi’s established process.
•Assist in preparing necessary project permits, DEP applications and any tenant/client specific items
•Order, prepare and send project drawings as needed.


Project Execution/Document Management
•Prepare trade partner contracts, Exhibits and scopes of work as directed by PM.
•Ensure trade partner contracts and/or Letters of Intent are issued prior to trade partner starting work on site; track and keep contract status up to date in requisite systems.
•Coordinate with Compliance Manager to ensure certificates of insurance and required Safety documentation is received prior to the scheduled onsite date, assist with the subcontractor onboarding process.
•Obtain accurate trade partner on-site dates from the project team; alert PM around any issues with not having required insurance certificate and contract in place prior to trade partner.
•Schedule, prepare and participate in all project meetings. Work with Project Managers in preparing for meetings including drafting meeting forms and supporting documents.
•Assists with reporting requirements related to: Safety, Phius, LEED, OCIP, EEO, etc.; keeps reports organized and up to date.


Project Financials
•Creates and maintains all financial logs, including RFI, Submittal, Allowance log, Procurement log, Contingency log, PCO and PO log (with assistance/oversight from PM); follows-up on logs/processes as required.•Assists Accounting in the Owner application for payment process by compiling the draft and finalizing as directed by PM and distribute to appropriate parties.
•Compile any required backup, including trade partner billing, partial and final lien releases.
•Reviews trade partner change order requests, upon approval from PM, write trade partner change order in Procore and issue to trade partner.
•Review trade partners application for payments in Procore for basic elements of billing to find errors.
•Assist trade partners in getting paid; follow up with trade partners on missing paperwork upon receiving check run report from Accounting.
•Distributes updated plans and specifications to Delphi staff and trade partners, update drawing log.
•Upon PM direction, creates PCOs/COR/PCCO’s/ in Procore.
•Sends RFPs to trade partners for pricing, including, following up with trade partner and entering into Procore.
•Assists in estimating and purchasing with selected trades (cleaning, specialties, etc.).


Project Close-Out
•Spearheads the O&M manual process by working in conjunction with the PM to ensure it is completed
•Assists the Superintendent with the punch list process through coordinating with necessary parties, tracking all items, and distributing lists to all parties.


Relationship Management
•Develops and maintains positive Trade partner relationships through establishing and maintaining good communication, communicating on responsibilities, changes, and issues, following up on requests in a timely manner.
•Supports the PM in developing critical client relationships through being available for client related requests.
Required Skills/Abilities
•Communicates Effectively
•Anticipates Problems and Mitigates Risk
•Ability to remain flexible and efficient in a fast-paced environment and work well under pressure.
•Excellent verbal and written communication skills.
•Proficient in Microsoft Office Suite or related software.
•Ability to effectively multitask, adapt to problems, and find solutions as they arise.


Education and Experience
•Bachelor's degree required.
•Minimum 2-3 years of administrative experience in Construction industry required.