Project Coordinator

JE Dunn Construction - Bowling Green, OH

Full-time

Bowling Green, OH

1,001-5,000 employees

Construction of Buildings

About the position

As a Project Coordinator at JE Dunn, you will play a crucial role in supporting the project management team throughout the full project lifecycle. Your responsibilities will include utilizing the responsibility matrix (WorkSmart) to ensure alignment with ongoing business process improvement efforts. You will be tasked with collecting, processing, inputting, organizing, and filing data and documentation from various sources and stakeholders as requested by the project management team, all in accordance with established business processes. Timeliness and efficiency are key, as you will need to process information within specific timeframes. Effective communication is essential in this role, as you will provide timely updates to both internal and external stakeholders. You will support project management during the bidding process by creating bid invitations, preparing specifications documents, and addressing regulatory and compliance requirements. Additionally, you will assist in the award process by issuing and preparing bond memos, setting up and executing subcontracts, and managing system access to dashboards. Your organizational skills will be put to the test as you maintain documents per established file structures and coordinate the submission of project documentation according to project requirements. You will also prepare routine correspondence, create and distribute potential change items (PCIs), and requests for information (RFIs), while tracking and monitoring necessary documentation to ensure compliance before releasing payments to subcontractors. This role may also involve providing administrative support to other functions, managing travel arrangements, and expense reporting as needed. Your commitment to customer satisfaction and ability to manage difficult situations will be vital in this position.

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.
• Tracks, monitors and/or collaborates with internal stakeholders to ensure necessary documentation 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.
• 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.

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

• 401K Plan
• Health Insurance
• Vacation & Paid Time Off