Project Coordinator

Function

The Project Coordinator (PC) is instrumental in supporting Project Managers in keeping projects moving forward on schedule and under budget. A successful candidate has a high level of organization and attention to detail, effective communication and critical thinking skills. The Project Coordinator is expected to understand the scope, vision, and intent of their assigned projects, to facilitate communication, and ensure completion of action items throughout their project's life cycle. They are responsible for actively facilitating the day-to-day actions including Internal / External Communication, Department Tasking, Project Deliverables, and the tracking of schedule, priorities, and budget.

A successful candidate will be comfortable functioning as part of a team, or autonomously, interfacing with both internal staff and external entities such as architects, consultants, General Contractors, and other stakeholders involved in our projects.

Essential DutiesResponsibilities

• Review contracts, scopes of work and other project documentation with the Project Manager to maintain a clear comprehension of scope, vision, intent and requirements of contracted projects.
• Ensure the smooth, professional, and timely communication of all project information throughout a project's lifecycle.
• Facilitate project action items between internal operations management, subcontractors, and clients as necessary.
• Assist Project Manager with project oversight, including project procurement, equipment forecasting, purchase order tracking and verifying that projects are within budget and on schedule.
• Keep purchasing and accounting up to date with relevant financial information, including purchasing forecasting for their project.
• Assist Project Manager with management of installation calendar and daily resource schedule.
• Facilitates the creation of all project submittals, change orders, and closeout documentation such as operation and maintenance manuals, as-built drawings, equipment cut sheets, warranties, and related project documentation.
• Organizes, uploads, and tracks all project documentation.
• Verify all project expenses are properly catalogued and charged against their jobs alongside Project Manager
• Organize project logistics internally, as well as with clients, subcontractors, and vendors.
• Coordinate and with Warehouse Manager and local Operations Coordinator to facilitate equipment pull, preparation, and shipment logistics.
• Work with Site Lead, Operations Coordinator and Warehouse Manager to ensure the proper tooling and equipment are pulled for their project.
• Assist Accounting with tracking billing and financial documents for projects.
• Arranges and manages project travel, expense reports, and takes notes for project meetings as required.
• Ensures all unused project equipment is returned, inventoried, or reallocated in a timely manner.
• Maintains digital and paper project logs for bonding purposes
• Keeps project information accurate within management and estimation software
• Collects project profile information and photos for Marketing

Minimum Qualifications

• Must have at least 3-5 years project administration experience, or in a related field.
• Familiarization working within design build, retrofit and commercial construction and installation projects.
• Proven ability to effectively manage a team to meet established deadlines and priorities.
• Must be effective in multi-tasking, highly organized, and an effective communicator.
• Must be comfortable managing schedules and priorities in a fast-paced, high-stakes environment.
• Experience reading and interpreting contracts, construction documents and drawings.
• Excellent interpersonal skills and customer-service orientation towards both internal and external customers.
• Proficiency in the Microsoft Office Suite, AutoCAD, and Adobe Creative Cloud Suite
• Willingness to travel to site for short durations as required by the project

Preferred Qualifications

• Experience in Live Events Production and Themed Entertainment Construction.
• Experience with the design and integration of Audio, Video, Lighting and Rigging systems.
• Experience with Q360, D-Tools, HubSpot
• Industry certifications such as: ETCP, CTS, OSHA 30 Hour, CAPM etc.

Physical Working Conditions

• Work at heights in a variety of venues
• Must be able to travel to Clearwing offices and jobsites as required
• This position is an in-office position with potential for hybrid following first year of employment
• Ability to sit at a computer for an extended period