Project Coordinator

4 weeks ago

Gastonia, United States Quinn Sales Inc. Full time
Job Description

Quinn Sales Inc. is seeking a highly skilled and experienced Project Manager/Administrative Assistant to join our team in Gastonia, NC. As a key member of our team, you will be responsible for providing administrative and clerical support to our Project Managers, as well as assisting in the coordination and management of contract administration, proposals, purchase orders, and subcontracts.

Main Responsibilities
  • Administrative Support: Provide general administrative and clerical support to the Project Managers, including processing contracts, COI's, work orders, purchase orders, change orders, RFI's, submittals, closeouts, and maintaining all logs.
  • Contract Administration: Assist in the coordination and management of basic and routine contract administration, proposals, purchase orders, and subcontracts under the direct supervision and guidance of the Operations Manager.
  • Document Management: Timely collection and organization of all documents pertaining to each project, including pay-items, meeting minutes, project status update entries, and payment and submittal logs.
  • Project Planning: Participation in project planning and kick-off meetings, and assist in the facilitation of various production/operations meetings, maintain minutes/action items, and perform basic follow-up as required.
  • System Development: Develop and implement systems and processes to manage and maintain all project-related documents, including pay-items, meeting minutes, project status update entries, and payment and submittal logs.
  • Financial Support: Compile a list of monthly billings from project managers and prepare monthly invoices in approved format per contract (AIA-formal invoice).
  • Project Folders: Maintain project folders for all ongoing and future projects, including a list of all required documentation, both electronically and hard copy, and archive at completion.
  • Warranty Support: Prepare Installer Warranties and assist with request and submittal of Manufacturer Warranties.
  • COR Management: Maintain a tracker of COR's (change orders requests) for all ongoing projects, ensuring they are processed in accordance with applicable contract documents.
  • Liaison Support: Serve as liaison in obtaining required documentation from subcontractors and vendors, and follow up with GC/owners of payment status and elevate payment issues as needed to the Controller.
  • Additional Support: Obtain and provide all additional support for project billings, including waivers, lien releases, other contractual forms, etc.
  • Job Setup: Prepare job setup request forms for the accounting system.
  • Finance Support: Support Finance as needed for request and ongoing monitoring of Bid Bonds/P&P Bonds, and assist with project-related reporting and status updates for internal and external users.
  • Estimating Support: Assist Estimating with pre-qualification and bid preparation and bid submittal.
Requirements
  • Experience: 3+ years of experience in a Construction Administration Role.
  • Skills: Strong use of Microsoft Office (Word, Excel, Project, etc.), ability to multitask and work efficiently in a fast-paced environment, knowledge of computer project management software and hardware, determination and persistence, ability to trust their intuition with minimal supervision, good verbal and written communication skills, excellent leadership skills, ability to work well in a group setting, thorough attention to detail, and empathy and situational awareness.
Compensation
  • Salary: Competitive salary based on experience and qualifications.
  • Benefits: Health, Vision, Dental, Long and Short Term Disability Insurance, 401K (after 1 year of service), and Paid PTO and Holidays.

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