Project Coordinator

Ppc Partners - East Troy, WI

Full-time - Entry Level

East Troy, WI

About the position

The Project Coordinator at PPC PARTNERS plays a crucial role in providing administrative support to the department, acting as a vital link between field technicians and the project manager. This position is essential for ensuring smooth communication and coordination among various stakeholders, including customers, vendors, supervisors, and field personnel. The Project Coordinator will be responsible for a variety of office tasks that are integral to the successful execution of projects. These tasks include managing permits, preparing submittals, conducting safety talks, and entering job descriptions into the system. The role requires a proactive approach to assist in various administrative functions that support project management and execution. In this position, the Project Coordinator will assist in phone coverage and facilitate effective communication between all parties involved in the projects. This includes entering job information into the accounting system, compiling necessary information for material purchases, and preparing operational and maintenance manuals as requested by the project manager. The coordinator will also be responsible for pulling permits for worksites and requesting inspections, ensuring that all necessary documentation is in place for project compliance. Additionally, the Project Coordinator will type up proposals and service agreements as needed, assist with ordering equipment for jobs, and print plans and specifications. Scheduling and facilitating job take-off meetings will also be part of the responsibilities, along with assisting in job close-out documentation. Maintaining required records for the supervisor and department, managing filing systems, and ensuring that routine work items are completed in a timely manner are critical aspects of this role. The Project Coordinator will also coordinate branch meetings, banquets, and special projects as needed, while escalating any unresolved coordination issues to the project manager. Effective communication, conflict management, and building rapport with field employees are essential skills for success in this position.

Responsibilities

• Assist in phone coverage and associated communications between customers, vendors, supervisors, project managers, and field personnel.
• Enter jobs/job information into the accounting system.
• Compile needed information for material purchases, submittals, O & M manuals, etc. per PM request.
• Pull permits for worksites as well as request inspections.
• Type up Proposals/Service Agreements as needed.
• Assist with ordering equipment for jobs.
• Print plans/specs/etc. as needed.
• Help schedule and facilitate job take-off meetings.
• Assist with job close out documentation.
• Maintain required records for supervisor and/or department.
• Maintain filing systems and photocopy documents as required.
• Ensure routine work items (daily, weekly, monthly data reports or similar items) are completed in a timely manner.
• Follow up and expedite late items.
• Perform additional assignments per direction.
• Coordinate branch meetings/banquets and special projects as needed by the branch.
• Elevate any coordination issues which cannot be resolved to the project manager.

Requirements

• Strong organizational skills and attention to detail.
• Excellent communication skills, both verbal and written.
• Ability to manage multiple tasks and prioritize effectively.
• Proficiency in using accounting systems and office software.
• Experience in project coordination or administrative support is preferred.

Nice-to-haves

• Familiarity with construction project management processes.
• Knowledge of safety regulations and compliance requirements.
• Experience in handling permits and inspections.