Project Coordinator

$39,520 - $68,640/Yr

All County Exteriors - Lakewood Township, NJ

Full-time - Entry Level

Lakewood Township, NJ

Construction of Buildings

About the position

All County Exteriors, a leader in exterior construction for over 40 years in Ocean & Monmouth County, is seeking an enthusiastic Project Coordinator to join our growing team. This role is pivotal in ensuring the organization, scheduling, and overall communication within the department. As the main point of contact, the Project Coordinator will liaise between clients, employees, and contractors, ensuring that all scheduling needs are met efficiently. The position requires a proactive approach to managing various administrative tasks and supporting the Manager in daily operations. The Project Coordinator will be responsible for project tracking, follow-ups, and preparing submissions to clients. This includes arranging and preparing materials for meetings, assisting with proposals, reviewing subcontractor invoices, and handling billing and filing tasks. The role also involves overseeing the scheduling of internal team meetings, recording, and distributing meeting minutes as required. A key expectation is to contribute to enhancing the client experience, improving workflow, and refining internal processes. Essential functions of the role include ensuring prompt responses to inbound inquiries, managing the department's calendar, assigning leads to estimators, and coordinating project starts and completions. The Project Coordinator will also be responsible for ordering and scheduling materials and equipment, managing team goals alongside the department Manager, and maintaining compliance with company policies. Regular communication with management regarding scheduling updates and documentation is crucial, as is the preparation of daily, weekly, and monthly reports. The Project Coordinator will also assist in implementing new processes aimed at improving customer experience and will perform other duties as assigned by management.

Responsibilities

• Ensure every inbound inquiry is answered as quickly as possible.
• Management of the Department's calendar and scheduling.
• Assign Leads to appropriate Estimators.
• Assist with Proposals as necessary.
• Ensure proper 'Bidding follow ups' are performed.
• Create and manage Purchase Orders (POs).
• Coordinate Project starts and completions.
• Order and schedule materials, containers, equipment, etc.
• Plan and manage team goals along with the department Manager.
• Manage the Pipeline & Backlog.
• Communicate input, suggestions, and insight with management to identify and define solutions and objectives to known problems.
• Update and communicate daily in trainings and meetings.
• Support all team members as needed.
• Ensure compliance with company terms and conditions.
• Maintain files and logs in accordance with established procedures.
• Prepare and submit daily/weekly/monthly reports.
• Review daily schedules and update schedules as needed.
• Communicate with Manager regarding any calendar/scheduling updates required.
• Ensure that all required documentation and/or pictures are uploaded for each file as required.
• Assist in the implementation of new processes for improving customer experience.
• Perform other duties as assigned by Management.

Requirements

• Experience in project coordination and scheduling.
• Proficient in the use of CRM's and the Microsoft Suite.
• Strong time management skills with the ability to prioritize tasks effectively.
• Knowledge of construction management principles and practices is helpful.
• Excellent communication and interpersonal skills.
• Attention to detail and strong organizational skills.

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Opportunities for advancement
• Paid time off
• Referral program
• Vision insurance