Project Coordinator Support

2 weeks ago

Johnstown, Pennsylvania, United States Outsource Full time
Job Overview

The Project Coordinator Support role serves as the key administrative support for designated projects. This position is responsible for ensuring that all administrative tasks related to contracted projects are executed in alignment with contractual commitments and the Company's standards, including safety, quality, management, and financial performance. All activities associated with the assigned projects must be conducted as efficiently as possible, covering aspects such as document processing, filing, timekeeping, records management, correspondence, financial documentation, billing submissions, purchasing, and overall record verification to meet Company performance and client delivery objectives.

Key Responsibilities:

  • Handle word processing, filing, timekeeping, records management, correspondence, and financial documentation related to projects.
  • Independently manage workload distribution.
  • Track, document, and report on the administrative progress of projects, including quality and safety concerns, providing regular updates to the supervisor.
  • Effectively coordinate and maintain all financial documentation for projects, ensuring compliance with Company policies and procedures regarding billing and invoicing.
  • Monitor and report quality and safety issues to the supervisor.
  • Act as the primary project administrator for communication with client representatives.
  • Develop, implement, and refine process improvements for projects.
  • Maintain confidentiality; demonstrate self-sufficiency in problem-solving; work independently and manage multiple projects concurrently.
  • Organize calendars, schedule meetings, and coordinate travel arrangements while managing daily office operations.
  • Assist the accounting department across various project sites by reviewing labor, material, other expenses, and subcontractor costs for monthly reports.
  • Review expenses related to project sites.
  • Screen calls and resolve routine and complex inquiries; manage vacation and time-off requests, maintaining attendance records for program employees.
  • Engage with program-level billing, reporting, and metrics (SPI's, KPI's, CPM).
  • Prepare and maintain dashboard reports for client delivery.
  • Compile and maintain daily reports for the purchasing manager; verify purchase orders for accuracy; manage incoming mail.
  • Create and revise complex Excel spreadsheets, tables, charts, and graphs.
  • Schedule and facilitate weekly and monthly meetings.
  • Support document control, ensuring accuracy and timely delivery to clients.
  • Conduct audits to verify vendor and subcontractor compliance; review invoices for accuracy and assist in payment preparation.
  • Perform audits for reporting accuracy and overall delivery (safety reports, QA, labor forecasts).
  • Maintain program-level dashboards, including data acquisition and collection.
  • Minimal travel may be required for project site visits, typically lasting 1-3 days on a quarterly basis, depending on client requirements.
  • Other duties as assigned.

Physical and Mental Requirements:

· Self-motivated and positive in approach, with a professional demeanor that fosters process improvements.

· Promote the Company culture and mission to all stakeholders.

· Proven problem-solving and critical thinking skills, with the ability to effectively communicate directions to project personnel.

· Ability to interpret project documents, including timesheets, spreadsheets, and billing records.

· Willingness to travel as necessary within designated territories.

· Capacity to learn Company and client project management systems.

· Regular attendance is essential.

Education, Certification, License, and Skill Requirements:

· High School diploma or GED equivalent is required.

· Experience in customer relations, acting as a liaison between clients and the Company.

· Minimum of three (3) years of relevant work experience.

· At least two (2) years of experience in a related administrative role within telecommunications or construction.

· Proficiency in Microsoft Office Suite (Word, Excel, MS Project).

· Ability to operate standard office equipment and computing devices used in the industry.

· Must meet Company driving standards.

· Ability to manage multiple tasks and projects simultaneously.

· Demonstrated ability to establish a project filing system, develop detailed administrative tasks, and manage these for final record-keeping and audits.

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