The Assistant Project Coordinator helps coordinate the entire bidding process, from initial request to final submission, and provides project support throughout the project lifecycle including closing documents. Key responsibilities include procurement of plans and specifications for bid, coordinating with internal team members to gather information, preparing and submitting compliant bids, and ensuring all project-related administrative tasks are completed efficiently and on time.
Key responsibilities
- Bid coordination: Working throughout the entire bid process, including calendaring for estimators, as well as submitting Request for Information (RFI) and Request for Proposal (RFP) to ensure all submissions are accurate, complete, and submitted by the deadline.
- Information gathering: Work with various supporting agencies like insurance, legal, general contractors, subcontractors, architects, and suppliers to collect and organize all necessary information for bid submissions.
- Project support: Provide administrative and logistical support for project delivery, including work with suppliers to set up project specific timelines, 811 calls, equipment rental, organizing meetings, and assisting project managers as requested, including P.O.s and submittals.
- Coordination and communication: Act as a central point of contact, ensuring smooth communication between all project participants: employees, general contractors, subcontractors, suppliers, and clients.
- Administrative support: Maintain communication with project managers in order to fulfill contract requirements including Davis Bacon and grant specific paperwork, assist with invoicing the client, creating job folders, maintain the job overall job directory book, and perform other administrative duties to keep projects on track.
Additional responsibilities
- Administrative Support: Provide general administrative support, which includes answering phones, handling mail, and assisting with other office tasks.
- Accounting Support: Assist the Controller and Accounts Payable Clerk as needed, potentially to include, at various times, payables, receivables, vendor account and bank statement reconciliation, financial reports, and following up on past due accounts. Familiarity with Trimble Vista accounting software is a plus.
- Record Keeping: Maintain organized files for correspondence and accounting documents, both physical and digital.
- Ability to learn and be trained: Willingness and ability to learn and be trained in the athletic construction industry and the processes that are already in place, as well as initiative in how we can do things better.
Essential skills and qualifications
- Attention to Detail: Crucial for accurate data entry and error detection.
- Organizational Skills: Necessary for managing multiple tasks and meeting deadlines.
- Technical Proficiency: Competence with Microsoft Office Suite, and Trimble Vista (preferred, or able to learn).
- Communication Skills: Good verbal and written communication skills are needed to interact with vendors and internal staff.
- Accuracy and Ethics: The ability to work accurately with sensitive financial data.
- Education: A high school diploma is the minimum requirement, but an associate's or bachelor’s degree in a related field is preferred.
- Experience: Previous experience in construction, project coordination, office administration/management, bookkeeping, or a similar role is preferred.
Pay: $45,000.00 - $50,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
