Project Coordinator

Duties and responsibilities

• Provides operational service and support to the Regional General Manager (RGM) and Project Manager (PM) of the region.
• Familiar with a variety of the field’s concepts, coding, practices, and procedures. 
• Effectively communicates via phone and email insuring that all administrative tasks are completed accurately and delivered with high quality and in a timely manner.
• Provides support to external customers, responding to inquiries, and reporting findings.
• Creates expense reports for reimbursement.
• Codes and processes invoices weekly.
• Codes and reconciles credit card statements for RGM.
• Develops, maintains, tracks, and audits tool inventory database.
• Maintains and tracks equipment maintenance and locations for their region.
• Maintains, files, and audits job specific safety folders monthly.
• Assists in researching and booking storage for new jobs.
• Responsible for creating and maintaining accurate follow-up system for pending items.
• Ensures policies and procedures are being accurately followed.
• Orders jobsite plans, picks up plans locally.
• Any other special projects, as assigned by the RGM.
• Implements, updates, and enforces policy, procedure, and documentation for accommodations as it relates to employees and subcontractors.
• Handles requests for booking hotels and apartments (and the related accounts).
• Tracks accommodations and codes related invoices for Colt Office, hotels, and apartments.
• Works with RGMs and PMs to ensure all subcontractor information is compliant and filed before a job starts.
• Reviews job folders to make sure all documents are uploaded and in the proper locations.
• Reviews and updates Sub Payment Tracker daily and weekly, to ensure non-payment to subs for non-compliant or expired insurances and/or MSAs; sends to Controller.
• Keeps track of all new and upcoming jobs to stay ahead of gathering COIs and other required documents before the job starts.
• Compares retainage balances against weekly SOVs payments to ensure they are in balance. 
• Manages and completes the enrollment of subcontractors in CCIP/OCIP programs. This includes reading the general contractor’s insurance requirements for subs and complying to their standards as well as ours.
• Reviews and submits the weekly SOVs for payment.
• Tracks and logs certified payroll for subcontractors on required jobs.
• Prepares new hire paperwork for regional employees and subs through HR system.
• Assists with recruitment initiatives and tasks for their region.

• Tracks monthly Outlooks, logs in the Smartsheet Outlook Tracker.

Qualifications

• Microsoft Office (Excel, Outlook, Word, Power Point). 
• Administrative experience preferred. 
• Bilingual in English and Spanish strongly preferred. 
• Knowledge of Smartsheet & TimberScan. 
• Knowledge of Fieldwire. 
• Knowledge of Insurance and CCIP/OCIP process.
• Excellent time management skills and ability to multi-task and prioritize work. 
• Attention to detail, creative, and encompasses problem-solving skills. 
• Excellent written and verbal communication skills. 
• Strong organizational and planning skills. 
• Experience in the field or in a related area preferred. 
• High school diploma or equivalent; college degree preferred.

Additional Position Details

• Full-time, non-exempt position.
• 40 Hours Per week, however, occasional additional hours required.
• Hourly pay.

Essential Function requirements

The employee is required to sit for long periods of time and occasionally lift up to 25lbs. This job operates in a professional office environment, although some field work may be necessary.

Benefits

• Competitive weekly pay – depending on experience.
• Paid time off
• Life Insurance/ AD&D and Short-term disability fully covered by the company.
• Health, Dental, Vision Plans
• 401k Plan with match and Roth Plan Option

About Colt Builders Corp.

Founded in 2004, Colt Builders is a turnkey multi-family commercial wood-framing partner with national reach and local management. We are committed to setting the highest standards for safety, schedule discipline, quality control, work ethic, and leadership. Colt Builders offers the full spectrum of framing, estimating, pre-construction, construction, and safety. Our team of professionals is dedicated to the values of growth, teamwork, contribution & communication. Proudly striving for excellence, we continue to build with our foundation on integrity.