Position Summary:
The Project Coordinator is responsible for supporting the regional office Project Management Team by maintaining and monitoring project plans, project schedules, work hours, budgets, expenditures, and any other aspects of document control to ensure that all projects are completed on time and within budget.
Essential Job Duties and Responsibilities:
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Assist with project setup including managing project folders on MEI operational systems
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Assist with project setup in ProCore or other project management systems as applicable
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Responsible for collecting and downloading to the project folder all project documents including but not limited to contract/subcontract, plans, specifications, construction schedule and permit numbers
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Responsible for ensuring all project contract requirements (i.e., W9, insurance, preliminary lien notice, etc.) are completed in coordination with project manager
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Coordinate and collaborate with EHS and maintain field certification as required by project contract documents
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Document control for safety including JHAs, SDS sheets, OSHA logs, and site‑specific plans.
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Work with accounting to file any lien notices and paperwork as necessary and determined by PM
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Responsible for tracking and collecting all daily reports and entry into operational systems
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Work with dispatch to provide scheduling support and information to coordinate with the project manager
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Responsible for validating field time entry with daily field reports (PM/Superintendent will approve time)
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Collect all subcontract and third-party service invoices for review and approval by PM, and once approved, submit to accounting
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Compile all invoice backup, including timesheets and field reports
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Prepare monthly invoices for PM approval and submit to accounting
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Track budget and keep project managers informed of projects exceeding determined % of executed contract amount
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Prepare draft change orders for project manager review and approval
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Confirm receipt of invoices and follow up with clients at determined intervals
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Maintain and update project files including RFI & Submittals (intake, logging, routing for review, tracking and distribution.
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Maintain current and up to date drawings and specifications including revisions and logs
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Compile final report package, including project profile
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Close project within operational system upon receipt of final payment and release by PM
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Collaborate with clients and internal teams to deliver results on deadlines.
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Organize, attend, and participate in management and or project meetings
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Document and follow up on important actions and decisions from meetings.
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Assume project tasks as required, determining project changes and ensuring project deadlines are met.
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Ensure MEI Industrial Solutions’ visions & values are maintained.
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Assist vendor or product procurement and collaborate with accounting for vendor or subcontractor setup
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Perform all other tasks as directed and/or necessary.
Minimum Qualifications (Experience, Skills, and Education):
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High School Diploma or Equivalent needed.
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Background in construction, rigging, or a related field helpful.
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Prior project coordinator experience within the construction, rigging or similar industry preferred.
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Knowledge of ProCore and other scheduling and construction management software a plus but not required
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Intermediate computer skills using a Windows-based system. Good knowledge of Microsoft applications including Word, Excel, and Outlook.
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Auto Cad experience is a plus but not required.
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Excellent communication and interpersonal skills with internal leadership team.
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Analytical skills with the ability to explain data-driven technical information to all levels of staff.
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Goal orientated and deadline driven.
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Demonstrated ability to positively interface with clients.
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Organized, detail oriented, punctual, and highly self-motivated.
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Business Acumen and professional demeanor.
Physical Requirements and Working Conditions:
The Project Coordinator will primarily work in a normal temperature-controlled office environment with frequent work using a computer, keyboard, mouse, telephone, and other standard office equipment. Work involves extended periods of sitting and use of the senses involving sight, touch, speech, and hearing. Occasional walking, bending/crouching, and lifting and/or moving items weighing up to 10 pounds. May need to perform work outdoors with exposure to inclement weather and uneven terrain, or in non-temperature-controlled environments.
Additional Requirements:
Work with a Top-of-Mind Awareness for the safety of yourself and everyone at the job site. Must be able to work in a high functioning team environment. Display the highest levels of honesty, integrity, and professionalism. Take pride in your work and in the company. Communicate openly and strive for peak performance in daily tasks. Know and deliver the quality service MEI’s customers have come to expect.
Disclaimer: This job description is intended to summarize the type and level of work performed by a Project Coordinator and is not an exhaustive list of all duties, responsibilities, and/or requirements. MEI reserves the right to change or modify this job description or the essential duties of the job, as necessary.
MEI is an Equal Opportunity, M/F/Disabled/Vet Preferred Employer.
