Project Coordinator - OKC

J.E Dunn Construction Group - Oklahoma City, OK

Full-time - Entry Level

Oklahoma City, OK

Construction of Buildings

About the position

The Project Coordinator at JE Dunn will play a crucial role in providing routine administrative support to both internal and external project management teams. This position is designed to ensure that all data and documentation from various sources and stakeholders are collected, processed, inputted, organized, and filed efficiently. The Project Coordinator will support the administrative, documentation, data, reporting, compliance, and communication needs of projects, all while aligning with the strategy, vision, and values of JE Dunn. The role requires a high level of autonomy and decision-making, with the expectation that the coordinator will follow directions and refer exceptions to their supervisor. The career path for this position leads to a Senior Project Coordinator role. In this role, the Project Coordinator will utilize a responsibility matrix (WorkSmart) to ensure alignment with ongoing business process improvement efforts, supporting the full project lifecycle. They will be responsible for processing information within specific timeframes to maintain efficiency and timeliness, and will provide timely and effective communication to both internal and external stakeholders. The coordinator will support project management during the bidding process by creating bid invitations, preparing specifications documents, and addressing regulatory and compliance requirements. Additionally, they will assist during the award process by preparing bond memos, setting up subcontracts, and managing system access to dashboards. The Project Coordinator will also organize information into standard formats and reports across various systems, maintain documents according to established file structures, and coordinate the submission of project documentation as required. They will prepare routine correspondence, create and distribute potential change items (PCIs) and requests for information (RFIs), and track necessary documentation to ensure compliance before releasing payments to subcontractors. The role may also involve providing additional administrative support, such as managing team member travel and expense reporting, while demonstrating a commitment to customer satisfaction and teamwork.

Responsibilities

• Utilizes responsibility matrix (WorkSmart) to ensure alignment with ongoing business process improvement efforts, supporting full project lifecycle.
• Collects, processes, inputs, organizes and files data and documentation from various sources and stakeholders as requested by project management team in accordance with established business processes.
• Processes information within specific timeframes in order to maintain efficiency and timeliness.
• Provides timely and effective communication to internal and external stakeholders.
• Supports project management during the bidding process, with deliverables such as creating bid invitations, preparing specifications documents, addressing regulatory and compliance requirements and creating, tracking and following up on bid communications.
• Supports project management during the award process by issuing and/or preparing bond memos, setting up, issuing, and fully executing subcontracts, and managing system access to dashboards.
• Organizes information into standard formats and reports in various systems and locations such as the project dashboard, CMiC, electronic signature tools, etc. Maintains documents per established file structure.
• Coordinates submission of project documentation per project requirements. Prepares routine correspondence (such as letters, emails, meeting notes and proposals) and reviews outgoing materials for conformance with best practice standards and formats.
• Creates and distributes potential change items (PCIs) and requests for information (RFIs). Follows up as needed to include pricing efforts and distribution of change orders.
• Supports project management with project deliverables, such as managing information on the project dashboard and electronically processing various documents (such as submittals, pay applications, bills of sale, compliance documentation, requests for information and change documents).
• Tracks, monitors and/or collaborates with internal stakeholders to ensure necessary documentation (such as badging, certified payroll, diversity reporting, insurance certificates, bonds, lien waivers, affidavits, etc.) meets compliance requirements before releasing payments to subcontractors.
• May receive and direct incoming telephone calls and visitors or provide additional administrative support to other functions to help meet business and staffing needs.
• Shares subject matter expertise to support teamwork and deliver results.
• Utilizes discretion and integrity with highly confidential and sensitive information.
• Demonstrates commitment to the highest standards of customer satisfaction by displaying courtesy and sensitivity and responding promptly to customer needs.
• Manages difficult or emotional customer situations promptly and efficiently.
• Meets client commitments; recognizes and acts upon service opportunities.
• Solicits and applies feedback to improve quality and service.
• May support various administrative needs for the project team as needed, such as arranging team member travel, managing expense reporting, etc.

Requirements

• High School Diploma or GED (Required).
• 2+ years administrative or clerical support experience (Required).
• 2+ years construction project support experience (Preferred).
• Ability to perform work accurately and completely, and in a timely manner.
• Communication skills, verbal and written.
• Proficiency in MS Office.
• Organizational skills.
• Ability to work collaboratively and cross-functionally to obtain information or solve problems in support of the team's goals.
• Critical thinking ability.
• Ability to deliver quality through attention to detail.
• Ability to learn and use a variety of software, tools and systems necessary to meet business needs.
• Knowledge of administrative, office and general billing procedures.
• Ability to build relationships and collaborate within a team, internally and externally.

Benefits

• Professional Non-Union benefits package.