Project Management Specialist

2 weeks ago

Pittsburgh, Pennsylvania, United States Acclaim Recruiters Full time
Job Overview

REPORTING TO: Project Support Manager

ROLE SUMMARY:

As a Project Coordinator 3, you will be instrumental in facilitating the successful execution of multiple and intricate projects from inception to conclusion. This role includes mentoring and guiding junior project coordinators and assistants, ensuring they develop their skills effectively.

KEY RESPONSIBILITIES:

1. Project Coordination and Administrative Support:

  • Efficiently manage and supervise all aspects of project coordination, including the submission of RFIs, submittals, and various communications throughout the project lifecycle.
  • Provide comprehensive administrative assistance to the team, which encompasses data entry, filing, and maintaining accurate records.
  • Generate reports and updates for project managers and stakeholders.
  • Collaborate with subcontractors, suppliers, and other stakeholders involved in the projects.
  • Offer mentorship and support to junior project coordinators and assistants.

2. Time Management:

  • Oversee the entry and approval of time for assigned projects and personnel.

3. New Hire Documentation:

  • Manage the filing and submission of new hire documentation.

4. OCIP Documentation:

  • Coordinate and finalize OCIP paperwork.

5. Document Organization:

  • Systematically organize and maintain project documentation, including contracts, drawings, permits, correspondence, and photographs.
  • Ensure that all project documentation is accurately filed and readily accessible to team members.

6. Communication Facilitation:

  • Enhance communication among project team members.
  • Schedule meetings, prepare agendas, and take minutes as necessary.
  • Assist in drafting correspondence, reports, and presentations related to project progress.

7. Quality Assurance:

  • Support quality control measures by ensuring that documentation and filing of required items are completed with precision.
  • Assist in conducting inspections and audits of project documentation to verify compliance with quality and safety standards.

QUALIFICATIONS AND SKILLS:

  • High school diploma or equivalent; additional education or training in project management or electrical engineering is advantageous.
  • Prior experience in a similar capacity within the electrical contracting or construction sector is preferred.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management software.
  • Exceptional organizational skills with a strong attention to detail.
  • Excellent written and verbal communication abilities.
  • Strong analytical and problem-solving capabilities.
  • Able to thrive in a fast-paced environment and prioritize tasks effectively.
  • Advanced knowledge of project management tools and software.
  • 5+ years of demonstrated experience in project coordination within the electrical contracting or related industry.
  • Familiarity with electrical systems, terminology, and construction processes.

CORE ACCOUNTABILITIES:

  • 30% - Assisting Project Managers.
  • 10% - Completing Time Entry.
  • 20% - Document Management.
  • 10% - Various data entry tasks.
  • 30% - Mentoring junior staff.

PHYSICAL REQUIREMENTS:

  • Ability to sit for extended periods.
  • Must be capable of standing, bending, lifting, and moving intermittently.
  • Ability to endure prolonged exposure to a computer monitor.
  • Ability to lift up to 20 pounds.
  • Reasonable accommodations may be made to enable individuals to perform the physical demands of the role.

TRAVEL REQUIREMENTS:

This position operates in a hybrid model with occasional travel to the local office for training and meetings.

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