Project Coordinator/Admin Assistant (URGENT)

Organization

We are a small subcontractor completing large scale projects for General Contractors. We have a strong, capable team who know how to navigate the Construction Industry and provide a solid working relationship with our Clients and Vendors resulting in a finished product to be proud of.

Position Profile

The Project Coordinator / Administrative Assistant serves as the central person in the office supporting multiple departments including Accounting, Estimating and Project Management team. This role acts as the company’s operational hub, ensuring projects, administrative functions, and office operations run efficiently from project bidding through closeout. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced construction environment.

Key Responsibilities

1. Manage Jobs:

• Receive, track and manage Bids
• Set Up Jobs and update job status in Sage from Bid to Complete.
• Process Contracts and Change Orders
• Process Insurance, OCIP/CCIP & Bonds
• Process LEED Documents
• Process Close-Out Documents
• Prepare Purchase Orders & enter blanket POs in Sage
• Process client prequalification and submit necessary document

1. Enters weekly payroll hours in Sage

2. Customer Billings – Accounts Receivable/Collections. Update the projection billing on a daily basis.

3. Process certified payroll reports in DIR and LCP as required by the contract.

4. Process annual renewal of certificates for DUNS (SAM), DIR (DPW) and Small Business (DGS).

5. Apply/renew city business license as required by the contract.

6. Maintaining safety binder’s updated safety programs, safety training/meetings, First Aid Certificate and OSHA Log.

7. Maintain an organized filing system for both hard copies and electronic copies of office documents

8. Order and organizes Product Samples and Vendor Literatures

9. In charge of office mailings & shipping via USPS, FedEx or UPS

10. Order Office Supplies

11. Coordinate maintenance of office equipment (Phones, Office Printers and ADT user codes)

12. Coordinate Marketing efforts for website management and direct mailings

13. Manage employee’s and installer’s uniform and communication with the vendor.

Qualifications

• Associate degree in Business Administration, Construction Management, Accounting, or related field preferred.
• 5+ years of relevant experience
• Attentive to accuracy and detail, ability to problem solve and find solutions.
• Strong work ethic and time management skills.
• Must be fluent in English both spoken and written
• Excellent communication and interpersonal skills, willingness to work independently and contribute as a team.
• Willingness to follow established policies and procedures consistently and accurately.
• Commitment to maintaining the highest level of confidentiality while working with company data.
• Strong computer skills with working knowledge of MS Office and Adobe Pro

Preferred Qualifications

• Project coordination experience in the construction field
• Working knowledge of Sage 100 Contractor
• Experience with project billings through third-party billing agents (Textura, GCPay, Corrigo, etc.)

Job Type: Full-time

Pay: $70,000.00 - $90,000.00 per year

Benefits:

• 401(k)
• Health insurance
• Paid time off

Physical Setting:

• Office

Application Question(s):

• Tell me something about your project billing experience.

Experience:

• Construction Project coordination: 5 years (Preferred)

Work Location: In person