Summary/Objective
The Project Coordinator provides administrative assistance to the Division Manager, Project Manager/Service Manager or the department. The role is to assist in billing, filing, maintaining files, answering incoming and routing outgoing phone calls. Maintains files, scan documents, process incoming/outgoing faxes. Responsibilities can cover all aspects of administration including but not limited to customer interfaces, research, scheduling, dispatching as needed. This position requires support of projects, communication, documentation and works with teams to create and standardize processes to reach department goals. The Project Coordinator coordinates the flow of information amongst teams, external organizations and leadership as well as maintaining highly effective working relationships with other departments.
Essential Functions
- Responsible for the timely/accurate execution of tasks assigned by the Division Manager and Project Managers/Service Managers.
- Ensures that administrative processes for projects are run in compliance with the organizations requirements.
- Provide administrative support to facilitate the planning and coordination of activities for a project, maintain files/documents and provide any information needed by the Division Manager and Project Managers/Service Managers.
- Provide basic status reporting to the Division Manager and Project Managers/Service Managers and responds to requests for service/assistance/information to all internal/external customers.
- Dispatching service employees to projects accordingly.
- Prepare correspondence for signature as needed.
- Ensure proper data entry of information into Viewpoint.
- Maintain records for open jobs to ensure all required project documents exist.
Skills
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Communication
Proficiency
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Ability to work under pressure
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Customer Service
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Attention to Detail
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Teamwork
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Time Management
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Organization
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Multi-tasking
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Writing clearly and concisely
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Supervisory Responsibility
None
Direct Report
Reports directly to the Division Manager
Receives training and support from Sr. Project Administrator and/or Director of Contracts.
Work Environment
Inside office environment, open area office, faced with constant interruptions. The noise level in the office environment is low to moderate.
Physical Demands
Spend long hours sitting and using computers and long hours in intense concentration using vision.
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Sitting 80%
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Walking 5%
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Standing 10%
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Lifting 2%
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Pulling/Pushing 3%
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Climbing 0%
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Position Type/Expected Hours of Work
Full-Time, typical hours 8 hours a day, Monday through Friday and possible overtime may be required however, must be pre-approved by immediate manager and if business needs require, work on weekends.
Travel
Rare but may require occasional travel to project sites, other business office locations.
Education and Experience
Associates Degree in Business Administration/high school diploma and/or equivalent industry training. Relevant work experience may substitute for the degree or training.
Proficiency Computer/Machine
Microsoft Office – Outlook, Excel, Word and Power point – Advanced user
Internet – Advanced user
Viewpoint Software
IPAD – Intermediate user
Phone/fax/copier/scanner/calculator
Security Clearance
None required.
AAP/EEO Statement
Equal Opportunity/Affirmative Action Employer
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. Additional duties and responsibilities may apply.
