Job Description: 

Our Project Coordinator plays a vital role in the success of the project and Weis Builders with effective collaboration and support of the entire project team, and organization. 

Responsibilities:

• Develop lasting relationships with other Weis Builders Associates, clients, architects, and vendors and play an important role in Weis Builders growth 
• Draft and distribute meeting minutes for a wide variety of meetings, including Project Kick-Off meetings, OAC (Owner/Architect/Contractor), PRM (Project Team), Job Progress meetings, Closeout meetings, and Post Mortem meetings 
• Work closely with Accounting to ensure a successful payment application process, including due diligence with subcontractors to receive pay applications and waivers 
• Request, receive, and review subcontractor insurance certificates and confirm insurance is compliant 
• Coordinate with Accounts Payable for proper invoice routing and payment 
• Collect all required project documentation from subcontractors including tiered subcontractor and supplier information, returned contract documents, warranties, and closeout documents 
• Assemble subcontract documents from Project Manager, issue subcontracts, and follow up until subcontract is returned 
• Process and distribute vendor change orders and contracts from Project Manager 
• Create and maintain closeout logs until all documents are received for submittal to the owner
• Assist in the planning and execution of group events 
• Be responsible for office supplies: inventory, order, and keep organized 
• Manage communication with office landlord and office third party vendors 
• Assist in onboarding of new Associates 
• Use two forms of communication (written and verbal) when necessary 
• Take initiative to solve problems and bring ideas and solutions to the team 
• Manage the handling of incoming and outgoing physical mail, as well as third-party delivery service packages 
• Answer phone calls made to the office and route them to the appropriate associates
• Set up and maintain project files in an organized manner
• Partner with Project Accountant to ensure vendors payments are processed timely and accurately
• Support Operation Teams with collection, assembling, and distribution of required documents for owners, vendors, and field operations
• Processing and distribution of vendor contracts and change orders 
• Ensure required project documentation from project vendors are received and compliant
• Participate in project meetings as needed 
• Support routing of incoming calls 
• Collect and input vendor reporting processes via various required software platforms
• Prepare closeout documents for Owners by contract deadline 

General:

• Foster an equitable and inclusive environment in the workplace
• Maintain positive working environment amongst project team
• Promote the Weis Way – clients, associates and vendors
• Positively promote Weis Builders to the outside community

Requirements:

To perform this job successfully, an individual must be able to perform each duty and responsibility satisfactorily. The requirements listed are representative of the education, knowledge/experience, and skills/abilities required. Reasonable accommodation may be made to enable individuals to perform the essential functions.

Education and Experience:

• High School Diploma or equivalent 
• 2 years relevant experience in construction administrative support
• Proficient with Microsoft Office 
• Experience with certified payroll (preferred but not required)
• Experience with Microsoft based software applications-Outlook, Excel, Word, Access, PowerPoint
• Experience with Textura, Procore, CMiC (preferred but not required)

Skills and Abilities:

• High attention to detail - accuracy in correspondence, contracts, and project documentation is essential
• Excellent interpersonal skills - ability to interact effectively with others and work as part of a team. Strong sense of accountability. Self-starter and motivator. Takes initiative.  Ability to handle and resolve confrontation with diplomacy. 
• Strong organizational/time management skills- able to coordinate resources (materials, support) to oversee our subcontractors and vendors. Able to prioritize multiple projects and deadlines.
• Exceptional communications skills - able to effectively communicate verbally and in writing
• Outstanding customer service - committed to providing exceptional customer service, both internally and externally. Ability to build relationships with clients.
• Motivating others – creates an environment that encourages people to do their best
• Integrity and Ethics – is trusted, maintains confidential information, and leads by example
• Critical thinking ability – can navigate through various software platforms and situational challenges successfully
• Priority Setting – focuses efforts and time on what's most important for self and project team 
• Composure – calm under pressure and maintains a professional image at all times
• Client/Customer Focus – committed to meeting the needs of clients 
• Good technology skills and comfortable with learning new systems and processes
• Ability to quickly develop rapport with others and be effective in a collaborative environment
• Willingness to ask questions and learn new skills
• A positive attitude 
• Strong work ethic and time management
• Flexibility to adapt when priorities change
• Professional composure, integrity

Working Conditions:

• Job performed in an office environment
• Hourly Position
• Weis Builders may modify these requirements

Benefits We Offer:

We take care of our team so they can do their best work. Here's what you can expect:

• Competitive salary with annual performance bonuses
• Comprehensive health, dental, and vision insurance
• 401(k) plan with company match
• Paid time off (PTO) and paid holidays
• Health Savings Account (HSA) with employer contribution
• Flexible Spending Account (FSA)
• Dependent Care FSA (DCFSA)
• Paid medical leave
• Tuition reimbursement
• Professional development stipend
• Health club membership reimbursement
• Wellness programs and mental health support
• Pet insurance
• And more!