Project Coordinator/manager

$54,080 - $68,640/Yr

Aston Carter - Mission Viejo, CA

Full-time - Entry Level

Mission Viejo, CA

Administrative and Support Services

About the position

The Project Coordinator/Manager position at Aston Carter involves proactive scheduling and coordination with the estimation department, which includes managing the estimate request log and ITBs. The role requires the creation of estimate folders that encompass all relevant items such as drawings, schedules, and logistics plans. Additionally, the coordinator will be responsible for separating pertinent drawings, including those for foundations and elevated decks, and creating Onscreen Takeoff files to upload necessary drawings. Continuous communication with subcontractors and suppliers is essential, as the coordinator will handle ITBs, addendums, RFIs, and other documentation management tasks. This includes sorting documents, determining their relevance, and vetting addendums and updates that affect work and estimate scope. The position also entails breaking down bid schedules for work and estimate scope dates, reviewing specifications for work scope items, and addressing any concerns. A self-starter attitude is crucial, as the role involves managing multiple tasks under tight deadlines. The coordinator must exhibit a flexible work style, allowing them to transition between ongoing projects seamlessly. Strong communication skills are necessary for effective correspondence with coworkers, suppliers, and occasionally general contractors. The coordinator will ensure that estimate filing systems are maintained and current, submit for market recovery, and occasionally perform takeoffs. Keeping the Master Subcontracts up to date is also part of the responsibilities. Once a project is awarded, the coordinator will fill out the job startup form and schedule a meeting with the operations team.

Responsibilities

• Proactive scheduling and coordination with the estimation department.
• Create estimate folders including all pertinent items such as drawings, schedules, and logistics plans.
• Separate pertinent drawings for projects.
• Create Onscreen Takeoff files and upload necessary drawings.
• Ongoing communication with subcontractors and suppliers regarding ITBs, addendums, and RFIs.
• Document management and publishing, including sorting and determining the relevance of documents.
• Vetting addendums and updates for scope that affects work and estimates.
• Break down bid schedules for work and estimate scope dates.
• Review specifications for work scope items and address any concerns.
• Maintain estimate filing systems and ensure they are current.
• Submit for market recovery and perform takeoffs occasionally.
• Keep Master Subcontracts up to date.
• Fill out job startup forms and schedule meetings with the operations team once projects are awarded.

Requirements

• Bachelor's degree in Accounting, Finance, or a related field preferred.
• Proven experience as a Bookkeeper or Project Coordinator in a similar role within the construction industry.
• Proficiency in Excel and other Microsoft Office tools.
• Solid understanding of accounting principles and practices.
• Strong analytical and problem-solving abilities.
• Excellent attention to detail and organizational skills.
• Effective communication skills to collaborate with team members, vendors, and clients.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Familiarity with construction contracts, billing processes, and industry-specific financial practices is a plus.

Nice-to-haves

• Experience in the construction industry is a plus.
• Familiarity with industry-specific financial practices.