Project Coordinator - Stillwater, OK

Centennial Contractors Enterprises - Stillwater, OK

Full-time - Entry Level

Stillwater, OK

Construction of Buildings

About the position

Centennial is a national leader in renovation, construction, and design-build services, with a national reach spanning from Florida to Alaska. The Project Coordinator plays a crucial role in supporting a diverse group of clients, vendors, and departments through various administrative functions. This position is responsible for updating, routing, and maintaining various documents and clerical correspondence, including the processing of subcontractor and vendor forms and documents. The Project Coordinator will assist team members in coordinating meetings and tasks, reviewing project documentation, and ensuring that all necessary paperwork is completed accurately and efficiently. In this role, the Project Coordinator will act as a liaison with Owner Representatives, vendors, and clients, addressing questions and managing document flow. The position requires strong organizational skills and the ability to manage multiple tasks simultaneously in a fast-paced environment. The Project Coordinator will also be responsible for preparing forms for security access, typing and sending letters and reports, and maintaining both physical and electronic files. Additionally, the role involves assembling closeout documentation and ensuring that all project-related information is accurately logged and tracked. The Project Coordinator will also provide office support by ordering supplies, greeting visitors, and arranging for maintenance of office equipment. They will coordinate subcontractor and vendor payments, prepare invoices, and follow up on payments after invoice approval. This position may require occasional travel and involves working in an office environment with prolonged periods of sitting at a desk and using a computer. The ability to frequently lift and/or move up to 15 pounds is also necessary for this role.

Responsibilities

• Assist team members in coordinating meetings and tasks
• Review project documentation and initial submittal review
• Log and track project-related information
• Liaison with Owner Representatives, vendors, and clients on documents and questions
• Prepare forms for security access and form requirements
• Type and send letters, memoranda, and reports as directed
• Prepare minutes of project meetings
• Coordinate and maintain physical and electronic files
• Assemble closeout documentation
• Answer telephones, route calls, and take messages
• Route incoming and outgoing mail
• Review accounting and other reports for data accuracy
• Input financial data and backup documentation into accounting systems
• Order and replenish supplies for the office
• Greet visitors and direct them to appropriate persons
• Arrange for maintenance and repair of office equipment
• Prepare invoices and review billings
• Follow up on payments after invoice approval
• Obtain submittals from Subcontractors and Vendors
• Act as Point of Contact on billing and procedural questions
• Review and distribute certified payrolls to subcontractor owners for processing insurance paperwork
• Perform other administrative duties as needed

Requirements

• 2+ years' experience as an Administrative Assistant, Operations Coordinator, Project Coordinator, or similar role
• Excellent time management and organizational skills
• Ability to work independently and in a team environment
• Strong math skills and knowledge of general accounting and bookkeeping processes
• Strong verbal and written communication skills
• Ability to adapt and be flexible in a fast-paced work environment
• Demonstrate integrity consistent with Centennial's core values
• Experience in the construction industry is desired but not required
• Adapt to evolving technology systems, such as Microsoft Office suite