Project Coordination Specialist

2 weeks ago

Falls Church Virginia, United States Posillico Civil, Inc. Full time

Overview:


Posillico Civil, Inc. is a leading entity in the heavy civil construction sector, renowned for its excellence in highway and bridge projects.

Our dedicated team of project managers and field personnel is committed to delivering exceptional quality, value, and integrity in every endeavor.

Since our inception, we have successfully managed some of the most significant and complex projects in the region, prioritizing safety, reliability, and efficiency.

Our expertise encompasses various critical segments of the heavy civil construction industry.


Responsibilities:

POSITION SUMMARY:

The Project Coordination Specialist plays a vital role in supporting the Project Management team by executing administrative tasks, including the preparation and transmission of internal and external documents, maintaining document control, organizing and processing billings and invoices, gathering field data, and performing additional duties as assigned by the Project Management team.


KEY RESPONSIBILITIES:

  • Assist in the creation, distribution, and management of essential project documents such as contracts, purchase orders, and change orders.
  • File and disseminate various project documents, certifications, and invoices while maintaining organized project files.
  • Communicate with suppliers, vendors, and subcontractors to obtain pricing, place orders, or schedule work as directed by project managers.
  • Prepare and send submittals and correspondence.
  • Collect insurance documentation from subcontractors and vendors, monitor expiration dates, and follow up for renewal certificates.
  • Support data entry tasks related to subcontracts and purchase orders.
  • Assist in the estimating process by soliciting quotes from subcontractors and vendors.
  • Gather and process data/documents from field personnel.

Specific tasks include:
  • Ensure daily reports are collected consistently.
  • Conduct preliminary checks to confirm all worker hours are accurately reported.
  • Verify daily diaries are completed.
  • Ensure daily quantities are submitted and recorded.
  • Collect, organize, and distribute credit card receipts, packing slips, delivery tickets, driver logs, safety inspections, and other required field documents.

Establish processes and procedures for various project management tasks in collaboration with the administrative and project management teams.

Assisting Reception with the following:
  • Manage incoming phone calls courteously and distribute messages.
  • Assist with employee intake applications and onboarding.
  • Welcome and greet visitors.
  • Handle outgoing correspondence and packages.
  • Sort and distribute incoming mail and deliveries.
  • Perform clerical duties such as filing, copying, scanning, printing, and faxing.
  • Coordinate calendars and prepare conference rooms.
  • Maintain a tidy office environment.
  • Assist with vendor relations and ordering office supplies.

Other duties as assigned.

Qualifications:

  • Fluency in English and Spanish, both written and spoken.
  • High school diploma or equivalent.
  • Minimum of 3 years of experience in administrative support.
  • Proficiency in Microsoft Office Suite and internet navigation.
  • Ability to learn quickly.
  • Strong multitasking, organizational, and time management skills.
  • Excellent customer service, verbal, and written communication skills.
  • Professional demeanor in email and face-to-face interactions.
  • Team-oriented with a patient approach.
  • Hands-on experience with office equipment.
  • High level of confidentiality.

Posillico Civil, Inc. is dedicated to fostering a work environment that promotes teamwork and diversity while ensuring a workplace free from discrimination and harassment.

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