Project Coordinator

1 day ago

San Diego, California, United States Restoration Management Full time
Job Title: Project Coordinator

Join Restoration Management Company as a Project Coordinator and play a vital role in supporting our team's success.

Job Summary

The Project Coordinator will be responsible for scheduling and dispatching crews to residential and commercial property losses. This position will support Project Managers, Project Supervisors, Superintendents, Branch Managers, and Directors with administrative duties when needed. The Coordinator will serve as the liaison to the corporate office for all new forms, policies, procedures, and program issues.

Key Responsibilities
  • Communicate with customers to coordinate project schedules and respond to inquiries in a timely manner.
  • Assist with Vendor Setup and ensure vendors provide correct documentation.
  • Answer phone calls from customers, answer questions, or direct to appropriate staff when necessary.
  • Generate Work Orders and Change Orders upon request, forward to customers for signature, and coordinate dispatch of crews accordingly.
  • Maintain daily schedules for crews and other project members, and assist in establishing schedules for increased efficiencies.
  • Prepare required state, federal, and/or waste management paperwork for all Asbestos Projects, where applicable.
  • Update Invoice Tracking spreadsheet and ensure delivery of Payment Request to management.
  • Organize weekly, bi-weekly, monthly meetings in accordance with company policy.
  • Work with the Call Center regarding new job information.
  • Label photos and upload into specific systems/programs.
  • Create and maintain job files, ensuring all job pertinent reports and documents are properly filed.
Reporting
  • Prepare daily management reports on T&M Cost Spreadsheet, cross-checking against subcontractor invoices and labor hours.
  • Document daily updates on industry-specific programs for all open jobs.
  • Enter information from Tick Sheets completed by Technicians and Project Managers into industry-specific programs.
Branch Office Support
  • Distribute and send all US mail and interoffice mail for the Branch.
  • Monitor visitor access and ensure all protocols are followed.
  • Ensure all local, state, and federal postings are properly displayed.
  • Organize timecards by division and review for errors.
  • Communicate with and assist Payroll and Human Resources with payroll and employee issues.
  • Responsible for keeping petty cash supply balanced, authorizing reimbursements, and tracking cash flow for submission to the corporate office.
  • Keep adequate levels of office supply inventory, RMC apparel, and order when necessary.
  • Provide administrative support to Branch Manager, Project Supervisor, Project Managers, Operations Manager, Technicians, and Human Resources.
  • Download documents and pictures into appropriate job folders for billing.
  • Serve as the point of contact to all office and/or project vendors, customers, and field personnel.
  • Participate in production meetings.
  • Serve as the liaison to the corporate office for new forms, policies, and procedures.
Requirements
  • High School Diploma or equivalent.
  • Proven work experience in a restoration or construction industry preferred.
  • Use of good judgment and discretion with handling confidential data.
  • Good knowledge in working with MS Office.
  • Customer service focus, with excellent interpersonal skills.
  • Good grasp of English.
  • Bilingual (English/Spanish) preferred.
  • Excellent analytical and problem-solving abilities.
  • Multi-tasker, with ability to meet tight deadlines, works well under pressure.
  • Ability to follow directions, utilize resources.
  • High attention to detail, accuracy, and proofreading.

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