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    Project Coordinator - Washington, United States - Chesapeake Search Partners

    Chesapeake Search Partners
    Chesapeake Search Partners Washington, United States

    1 week ago

    Default job background
    Construction / Facilities
    Description

    Job Description:

    The company distributes resources to enable the projects to run smoothly, while the projects in turn provide the income that sustains the company in order to compensate the employees, pay its own expenses, and show annual profit. The position of Project Coordinator with our client is central to maintaining an organized and efficient office critical to financing the projects and receiving the forecasted project income back to be used for operations.

    Following are the minimum duties required of the Project Coordinator in order to maintain this efficient relationship between the main office and the individual projects:

    Project Management

    Maintain Project Team data for each project including:

    Submittal logs and RFI logs

    PCO and change order logs

    Schedules and lookaheads

    Progress photos

    Daily reports

    GMP budgets

    Pay app pencil copies

    POs, Modifications and Amendments

    Safety Plans, Crane Plans, Outage Plans, Traffic Management Plans

    Building Permits, Trade Permits, Public Space Permits

    Inspections and Testing Results

    Meeting minutes

    Risk Logs

    Contact Site Superintendents no less than weekly to track down missing field information or ensure they are uploading those items which are their responsibility

    Track permit expiration dates and take steps to renew as needed

    Track weekly OAC and subcontractor meetings and attend as necessary

    Compile project closeout binders and prepare transmittals for delivery to the client

    Prepare lien releases and send to subs and clients and track any missing releases

    Job Costing

    Receive and maintain all subcontractor and supplier invoices

    Assign each cost to a specific project – request information from PMs as needed to accurately allocate costs

    For invoices covering more than one project, itemize on a pro rata basis to multiple projects. Examples are:

    Dumpsters

    Site toilets

    Rental equipment

    Home Depot

    Courier

    Blueprints/copying

    Maintain a log of office credit card charges and reconcile monthly upon receipt of the company credit card bill

    Allocate credit card charges to specific jobs or to general office as appropriate

    Forward general office invoices to upper management.

    Review project budgets uploaded by PMs to ensure all pay apps have an associated cost breakdown – request missing or incomplete breakdowns from the project's PM

    Match invoices received to the proper pay app breakdown – discuss busts with the PM

    Contact the sub or supplier to adjust the billing if necessary after discussing with the PM

    Receive monthly Job Costing Reports from Matt and compare to the project budgets to ensure all costs are captured on the budgets and the JC Report

    DOES/LSDBE/First Source requirements

    Set up LCP Tracker for projects subject to such requirements

    Confirm subcontractors subject to the requirements are set up as well

    Maintain current reporting as required by law and ensure subs are doing the same

    Notify the PM and Kolar in the event of any non-compliance

    For new projects, review the Solicitation and Award documents and create/maintain a file of all required reporting on Project Team

    Track FSA obligations and compliance

    Inform DOES of new hires and project start/end dates as appropriate

    Bidding

    Working with internal stakeholders to contact prospective bidders to confirm their interest in the specific project

    Monitor Solicitation websites to watch for upcoming opportunities

    Track prospective opportunities for discussion about whether to bid

    Maintain bidders' list, organized by Division

    Update the bidders' list monthly to add/delete subs or update contact info

    Assist writing scope descriptions for bid packages

    Compile bid packages and send to prospective bidders with requirements for bidding, due date, etc.

    Follow up with bidders to ensure they will provide bids

    Receive RFIs form bidders and submit to the Client as provided in the Solicitation

    Watch for Addenda to Solicitations which may include changes in scope or bid date

    Distribute the Addenda to bidders with instructions as necessary

    Receive RFI answers from the Client and distribute to all bidders

    Maintain/update bid documents for each Solicitation on Sharepoint so they can be accessed centrally at any time

    Maintain a master set of all plans and specs and update with revisions to keep them current

    Receive bids as they arrive and create bid matrices organized by Division to allow analysis of bids

    Track bid results for year end review and lessons learned

    Assist with obtaining Clean Hands Certificates or other documents needed for bids

    Work with Katie to identify appropriate clients to send Project Evaluation forms for bids

    General office duties

    Monitor inventory of supplies and replenish as needed, including postage meter balance

    Schedule equipment repairs with vendors as needed

    Maintain Iron Mountain file list, and send or retrieve boxes to/from Iron Mountain as required

    Retrieve mail daily and distribute to office employees

    Invoices received in the mail to be handled as described in Project Management section

    Assist in data migration from Sharepoint to Project Team

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