Project Coordinator - Construction Project Support

CBRE - Phoenix, AZ

Full-time

Phoenix, AZ

Real Estate

About the position

The Project Coordinator - Construction Project Support role is designed to provide essential administrative support to the Project Management team within the construction sector. The ideal candidate will possess a strong background in the financial industry, which is crucial for effectively managing project documentation and financial processes. This position requires excellent written and verbal communication skills, as well as a proven ability to handle financial tasks such as processing budgets, invoices, and purchase orders. The candidate must be located in one of the specified locations to be considered for this role. In this role, the Project Coordinator will oversee project documentation, ensuring that all revisions and distributions are managed efficiently. They will prepare standard project status reports that include updates on project delivery, budget, schedule, and risk assessments for the project delivery team, clients, and management. Scheduling meetings and developing communication plans regarding projects among teams and clients will also be a key responsibility. The Project Coordinator will coordinate change orders and directives with consultants and vendors, manage contract administration tasks, and assist in project close-out procedures. This includes ensuring compliance with close-out checklists and managing the receipt of necessary documents such as occupancy permits and warranty manuals. Additionally, the coordinator will support the Project Manager in maintaining project metrics related to Service Level Agreements (SLA) and Key Performance Indicators (KPI). Overall, this position is integral to the successful execution and completion of construction projects, requiring a detail-oriented individual who can manage multiple tasks effectively.

Responsibilities

• Oversees project documentation and coordinates documentation revisions and distributions.
• Prepares standard project status reports for project delivery team or work group, client, and management.
• Schedules meetings and communication plan(s) regarding projects among teams and/or clients.
• Coordinates change orders, change directives (CD), and contemplative change notices (CCN) with consultants and vendors.
• Handles contract administration, including attending tender openings and recording results, issuing letters of acceptance, and updating tender tracking log.
• Enters project status updates, schedule updates, and cash flow forecasts into project management technology tools.
• Processes documentation for project commitments (i.e., Agreements, Contracts, Work Authorizations, Purchase Orders).
• Prepares and reviews invoices and payment applications for processing in accordance with compliance requirements as per established governance of clients.
• Assists in all project close-out procedures receipts of required close-out/turnover documents, and compliance with close-out checklists.
• Coordinates lien searches; receipt of occupancy and closed building permits and warranty manuals.
• Supports Project Manager in maintaining project metrics for SLA and Key Performance Indicators.
• Coordinates with project administration functions (i.e., meeting minutes; budget tracking; schedule updates; move management; closeout).

Requirements

• A high school diploma or General Education Degree (GED) is required.
• Minimum of two years of experience in a senior administrative role with a financial background.
• Proficient with Microsoft Excel and PowerPoint is required.
• Applicants must be currently authorized to work in the United States without the need for visa sponsorship now or in the future.

Benefits

• Health Insurance
• 401(K)
• Dental
• Vision
• Life insurance