Project Coordinator/ Scheduler

So now that you know about us, here’s the job…

At Diverzify, we believe our associates are at the heart of our organization. Our Project Coordinators are at the center of our client projects and are responsible for working closely with our Project Managers to coordinate and prepare comprehensive contract flooring project plans from their inception to completion which includes creating action plans, coordinating/scheduling resources, managing timeframes, managing budgets, coordinating tasks, risk management, administrative duties, like maintaining project documentation and handling financial queries. You will perform various duties and have excellent time management and communication skills, as you’ll collaborate with clients and internal teams to deliver results and ensure that the project meets Diverzify’s quality standards, that the project maintains the projected profit levels, and that the customer is completely satisfied.

Here’s what we are looking for…

• Manage the flow of paperwork for the Account Manager's Projects
• Identifying Contracts/PO's/Change Order on projects and verifying for accuracy before scanning and routing on
• Build customer relations by returning documents in a timely manner
• Create routing sheets to track the flow of paperwork in the office
• Communicate with mills and other distributors to determine the availability of products 
• Responsible for placing material purchase orders and tracking them until delivery. 
• Respond with urgency and flexibility to meet frequently changing project schedules. 
• Perform consistent, timely follow-ups with suppliers, tracking as many as thirty separate shipments of items depending on the complexity of the job 
• Make freight arrangements for products shipments in the most expeditious and cost-effective manner 
• Distribute Sales Persons billing summary sheets bi-monthly for necessary billing to customers for work completed. 
• Maintain required documentation in job folders and on the computer system to support the projects. Assemble all information related to the projects. 
• Prepare AIA-type billing monthly and maintain job folders for payment verifications and final invoicing. 
• Review for extras and change orders needed, determine necessary documents for billing, and verify for accuracy.
• Submit to Credit Manager for signatures and forward to the client prior to draw date per contracts. 
• Complete accurate billing in the system to match payment applications sent.
• Follow up with the client to verify all documentation received meets approval for payment.
• Prepare necessary project close-outs at the end of projects
• Create and maintain comprehensive schedules for personnel, equipment, and projects based on operational requirements and priorities.
• Allocate resources effectively to meet project deadlines and organizational goals, considering factors such as workload, skill sets, and availability.
• Collaborate with various departments, teams, and stakeholders to gather scheduling requirements, resolve conflicts, and ensure alignment with overall business objectives.
• Regularly monitor schedule performance, identify potential bottlenecks or conflicts, and adjust as necessary to optimize efficiency and productivity.
• Facilitate clear and timely communication regarding schedule changes, updates, and priorities to relevant stakeholders, ensuring transparency and alignment across the organization.
• Ensure compliance with relevant regulations, policies, and procedures governing scheduling activities, such as labor laws and industry standards.
• Identify opportunities for process improvement in scheduling methodologies, tools, and systems to enhance overall efficiency and effectiveness.

Job Requirements

• An ability to prepare and interpret flowcharts, schedules, and step-by-step action plans
• Experience in project management, from conception to delivery
• Solid organizational skills, including multitasking and time-management
• Strong client-facing and teamwork skills
• Familiarity with risk management and quality assurance control
• Strong working knowledge of Microsoft Project and Microsoft Planner
• Hands-on experience with project management tools (e.g. Basecamp or Trello)

Preferred Qualifications

• PMP / PRINCE2 certification
• BSc in Business Administration or related field
•  Work experience in a Construction Administration role as a Project Coordinator or similar role with general contractors’ group

Join a growing team. We value innovative minds, independence, and flexibility.? 

We are an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.