PROJECT COORDINATOR

Job Description

Job Description

Project Coordinator

Classification
Non-exempt

Date
10/1/2024

Reports to
Project Executive & Project Manager & Compliance Manager

Who we are

Aurora Contractors, LLC., is a construction management, design/build firm, general contractor that believes trust and shared values are essential to how we do business. We treat our clients and employees like family, valuing experience, and integrity in equal measure.

Role Summary/Objective

Under the direct supervision of the Project Manager and Compliance Manager this position provides administrative support for assigned construction projects. The Project Coordinator performs duties such as data entry into Viewpoint, maintenance of insurance certificates, coordination of meetings, conferences, obtaining supplies, and filing. The position interfaces with the entire project team as well as clients, designers, and subcontractors. Organizational skills are required to plan and prioritize a diversified workload.

Essential Functions

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

1. Maintenance, Organization, Control and Distribution-
   1. Responsible for maintenance, organization, control, and distribution of logs- contracts, insurance, RFIs, Submittals, Change/Purchase Orders, Drawing/Specs/Sketches, SOW, Safety, Subcontractor Documentation, ICAP (where applicable). Enter data related to jobs into Viewpoint system.  
   2. Responsible for ensuring all information entered is correct. Follows up on open items per log maintenance/tracking.
2. Project Compliance

1. Responsible for collecting all required documentation, such as Safety files and insurance certificates and statutory worker’s compensation are in place prior to commencing work. Compliance Coordinator will track and assist.

1. Correspondence
   1. Assist with owner and subcontractor contract notification/letters. Sorts and distributes correspondence. Drafts written responses or replies by phone or
   2. e-mail when necessary. Responds to regularly occurring requests for information.
2. Supplies
   1. Responsible for support of field offices regarding material/supplies ordering for trailer.

1. Liaison with outside entities
   1. Responsible for handling confidential and non-routine information and explains policies when necessary.
2. Special Projects
   1. Responsible for working independently and within a team on special nonrecurring and ongoing projects.
3. Reporting
   1. Assist with monthly reporting deliverables to ownership and Aurora.
4. Documentation
   1. Assist the accounting department as needed to ensure all subcontractors are up to date on paperwork before payments are made including requisition support and coordination. Proofreading and formatting of documents, including meeting minutes (where applicable).
5. Closeout
   1. Track and assist with the complete closeout documentation package (as-builts, warranty, owners’ manuals).
6. Reception Backup
   1. Responsible for answering phones on occasions when Receptionist should they be unavailable.
7. Represents Company Professionally

1. Responsible for successfully managing relationships, creating opportunities for positive recommendations and references, and representing as an example of Aurora’s Core Values.

Competencies

1. Effective Leadership
   1. Resolve conflicts.
   2. Patient and level-headed always.
   3. Firm but fair.
   4. Proactive, not reactive.
   5. Self-awareness (the ability to focus on yourself and how your actions, thoughts, or emotions impact those around you. If you're highly self-aware, you can objectively evaluate yourself, manage your emotions, and understand correctly how others perceive you).
   6. Staff management (hold team members accountable and operating efficiently)
   7. Collaboration and Teamwork (ability to work together effectively, communicate well, define roles and leadership, share resources, and actively listen to each other)
2. Communication Proficiency (Articulate thoughts and express ideas effectively using oral, written, visual and non-verbal communication skills, as well as listening skills to gain understanding. The ability to deliver information in person, in writing, and in the digital world.)
3. Effective Time Management (allocating the right time to the right activity. It allows individuals to make the best use of available time by prioritizing/delegating tasks according to their importance and the estimated time is taken to complete them)

1. Personal Effectiveness
   1. Achieve goals/major milestones without being distracted by less important things.
   2. Demonstrate the ability to effectively cope with change.
   3. Make effective decisions even in the face of uncertainty.
   4. Develop strategies to manage workload through effective time and priority management.
   5. Problem solving and creativity.
   6. Engage in a growth mindset and self-development that supports work performance and growth.
2. Strong Organizational Skills
3. Detail Oriented.
4. Thoroughness.
5. Collaboration Skills.
6. Flexibility.

Work Environment

This job operates in a professional office environment. The person in this position must be able to communicate clearly and exchange accurate information.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This is largely a sedentary role; however, some filing may be involved. This would require the ability to move files, open filing cabinets and bend or stand as necessary. The employee is frequently required to position self to stand and/or walk to other areas of the office. The employee must regularly lift or move up to 10 pounds and frequently lift or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Position Type and Expected Hours of Work

This is a full-time position. The days and hours of work are Monday through Friday, 8:00 a.m. to 5 p.m. Occasional evening and weekend work may be required as job duties demand.

Travel

Visit job sites on average once a month when approved shop drawings or new bulletins arrive.

Required Education and Experience

1. High school diploma.
2. Two years of administrative experience.

Preferred Education and Experience

1. Associate degree or higher.
2. Two years of construction related experience. 
3. Proficiency in Microsoft Office suite of applications

Additional Eligibility Qualifications

None required for this position.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of 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.