Summary
General Excavating is an award-winning contractor serving public and private owners throughout Nebraska, South Dakota and Wyoming. General Excavating specializes in the construction of underground utilities, natural gas distribution, environmental remediation, excavation shoring, directional drilling, hydro-excavation, and heavy civil including bridge and concrete structures.
The Project Coordinator is responsible for supporting the project team throughout the entire project lifecycle, from project startup through closeout. This position coordinates project setup, including budget entry and transferring project data from estimating into operational and accounting systems, while collaborating with estimating, operations, accounting, and project management to ensure accurate project information. Responsibilities also include preparing, revising, and distributing contracts and other project documents, tracking compliance requirements, reviewing and processing change management documentation, maintaining project records, and providing administrative support to help ensure projects are executed efficiently and in accordance with company procedures and owner specifications.
Essential Duties and Responsibilities include the following. Other duties may be assigned:
- Set up new projects following contract award and ensure all project information is entered accurately into company systems.
- Transfer and validate bid information from HCSS HeavyBid into HCSS HeavyJob and Sage.
- Maintain project master data, including job numbers, cost codes, phases, cost types, and budgets.
- Coordinate project startup documentation and assist with organizing project files.
- Responsible for the collection and organization of owner compliance documents, (e.g., executed contracts and related documents, insurance, tax exempt forms, etc.), ensuring timely submission and accurate recordkeeping to support project startup, legal compliance, and a safe project.
- Preparation, issuance, and tracking of vendor agreements to ensure timely execution and alignment with project requirements.
- Enter and maintain contract, subcontract, and change order data within the accounting system; update records as required throughout the project lifecycle.
- Assist with project budget updates and administrative cost tracking.
- Generate routine project reports for Project Managers and Operations.
- Support monthly job cost reviews by ensuring project information is current and accurate.
- Coordinate with estimating, accounting, payroll, and operations to ensure consistent project information across departments.
- Assist with project closeout activities, including final pay applications, final lien waivers, contract completion documentation, and record archiving.
- Create, maintain, and reconcile detailed subcontractor and supplier logs, including contracts, purchase orders, pay applications, change orders, and compliance documentation.
- Coordinate with subcontractors and suppliers to obtain executed contracts, insurance certificates, bonds (if applicable), and other required compliance documentation; verify that all required insurance coverages are in place and current.
- Ensure all contract-related documents are properly executed, tracked, and stored in accordance with company policies and record retention procedures.
- Distribute tax-exempt forms and related documentation as required.
- Track, review, and manage Certificates of Insurance (COIs) through Asuretify, ensuring all subcontractors and suppliers meet contractual insurance requirements and coverage remains current throughout the project.
- Prepare, process, and maintain change order logs, including pricing review, approval status, execution tracking, and budget impacts.
- Coordinate with Project Managers and the Financial Controller to ensure change orders are fully approved, executed, and accurately reflected in project cost reports.
- Provide consistent administrative support and contractual guidance to Project Managers throughout the duration of assigned projects.
- Maintain regular, reliable attendance and physical presence at the assigned workplace.
- Perform other duties as assigned.
Qualifications
- Experience in heavy civil and underground utility construction.
- Required experience using HCSS construction management software (including cost tracking, contract management, and project documentation modules).
- Experience with Sage accounting software.
- Knowledge and ability in the use of a personal computer and software applications (e.g. Microsoft Word, Excel, Access, PowerPoint, etc.).
- Strong organizational skills and the ability to maintain detailed records.
- Ability to communicate effectively both written and verbally.
- Ability to use discretion and keep sensitive financial related information confidential.
- Ability to multitask, work under pressure, meet deadlines, and be able to thrive in a fast-paced work environment.
- Ability to exercise initiative and sound judgment and to react with discretion under varying conditions.
Education and/or Experience
- High School Diploma or equivalent.
- Minimum of two years of experience working with a General Contractor or Subcontractor in a similar role.
- General knowledge of construction related insurance policies.
Language Skills
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
Mathematical Skills
Ability to add and subtract two-digit numbers and to multiply and divide with 10’s and 100’s. Ability to perform these operations using units of American money and weight measurement, volume and distance.
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. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Work Environment
Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is not exposed to weather conditions. The noise level in the work environment is usually moderate.
Reasoning Ability
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.
Conditions of Employment
Candidate is required to meet the above qualifications and job duties, task frequency and PPE requirements. Approval of pre-employment reference & background checks, and post offer drug testing with fit for employment screening are required, as conditions of employment.
AN EQUAL OPPORTUNITY, AFFIRMATIVE ACTION, DRUG-FREE WORKPLACE EMPLOYER.
