Project Coordinator

8 hours ago


Carlsbad, United States Apex Companies, LLC Full time
Project Administrator Job Description

We are seeking a highly organized and detail-oriented Project Administrator to join our dynamic team at Apex Companies, LLC. As a key member of our maintenance and construction services team, you will be responsible for coordinating and tracking various projects, ensuring timely completion, and maintaining accurate records.

Key Responsibilities:
  • Establish and maintain master schedules for contracted stormwater, wastewater, and drinking water system inspection and maintenance services.
  • Schedule field activities in accordance with contract schedules, coordinating with field staff, clients, and subcontracting partners.
  • Track and record truck and specialized equipment use, and coordinate vehicle and equipment maintenance, PPE procurement, and capital requests.
  • Maintain accurate and organized project records, documenting ongoing inspection and maintenance.
  • Communicate daily with field teams, managers, and clients to ensure up-to-date information on problems, concerns, issues, surprises, and changes.
  • Coordinate vehicle and equipment maintenance, PPE procurement, and capital requests.
  • Solicit subcontractor and vendor bids/quotes.
  • Submit and track Dig-Alert tickets for renewal, and document potable water turn-off events in writing.
  • Review field documentation for compliance, completion reports, and to identify additional work needed and variances to contract scope.
  • Draft concise work-completion reports, focusing on before-and-after photo documentation to verify complete execution and compliance with the scope of work.
  • Prepare and format photo logs, and identify, propose, and implement reporting improvements for efficiency, clarity, and contract compliance.
Requirements:
  • 2+ years' experience in a professional services environment.
  • Minimum of GED or high school diploma, college degree highly preferred.
  • Strong experience using and formatting Word, Excel, and Adobe Acrobat.
  • Strong people skills for effective communication over the phone and via texts, instant messaging, and email.
  • Exceptional attention to detail and excellent organizational skills.
  • Proactive thinking and good initiative/self-motivation.
  • Experience with business communication and working understanding/history supporting construction and service contracts.
What We Offer:
  • Dynamic and collaborative office environment.
  • Company-subsidized medical and dental, and vision plan.
  • Company-paid life, short- and long-term disability.
  • 401k match, tuition assistance, and more.
  • Cross-training and the ability to work on a variety of projects.
  • Performance-based bonuses or other incentives.

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