Project Coordinator

3 weeks ago

Santa Clara, California, United States IT Management Corp. dba 101 VOICE Full time
Job Description

IT Management Corporation is seeking a highly organized and proactive Project Coordinator to support our team. The ideal candidate will have experience in data discovery, data analysis, identifying project opportunities, and preparing project bid documents.

The Project Coordinator will be responsible for managing all administrative aspects of a project, from vendor management to subcontractor compliance, and ensuring seamless project execution.

Key Responsibilities:

  • Data Discovery & Analysis:
    • Perform data discovery and analysis to identify potential project opportunities.
    • Support project teams by providing insights and data-driven recommendations.
  • Project Opportunity Identification & Bid Preparation:
    • Identify and evaluate potential project opportunities.
    • Prepare and coordinate project bid documents, ensuring accuracy and completeness.
  • Project Administration:
    • Manage vendor relationships, subcontractor compliance, and payment applications.
    • Administer subcontractor contracts and owner payment applications.
    • Procure and manage project materials and equipment, coordinating delivery schedules.
    • Complete and process permit applications.
    • Perform take-offs from project plans and gather required documents for job start meetings.
  • Communication & Coordination:
    • Communicate project material status to stakeholders.
    • Attend meetings, take detailed meeting minutes, and ensure follow-up actions are completed.
    • Support project teams by providing administrative assistance and managing project schedules.
    • Create and update specialized project schedules and labor tracking reports.
  • Documentation & Compliance:
    • Organize final preparation of project submittals and verify approvals.
    • Manage and integrate project documents, addendums, and change orders.
    • Oversee material purchase orders and ensure timely delivery to job sites.
    • Maintain accurate logs for change orders, materials, and RFIs.
  • Support for Bids & RFPs:
    • Assist in preparing bids and RFPs, ensuring timely and compliant submissions.

Qualifications:

  • Experience working in a fast-paced office environment
  • Office/Business support background
  • Experience assisting large complex projects.
  • Proficiency with spreadsheets and software
  • Ability to multi-task and prioritize workload
  • Exceptional organizational skills
  • Ability to manage multiple priorities, effective team player, self-motivated, quick learner
  • Excellent communication skills with the ability to read, write and communicate fluently in English
  • Superior written, oral and digital communication skills

Additional Information:

All your information will be kept confidential according to EEO guidelines.

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