The posting
Job Summary The Project Coordinator (PC) is an integral member of the project team responsible for directing, organizing and controlling project activities. The Project Coordinator supports the logistics, planning and coordination throughout the project lifecycle. Project Coordinators will work with the Sales and Technical Operations teams and will assist with project kick-offs, equipment ordering/tracking, through project closeout procedures. This includes, but not limited to, creating project documents, coordinating vendors, tracking procurement, scheduling and attending project meetings, as well as other project related tasks. The Project Coordinator works closely with the Project Management and Technical Operations Teams to ensure project success. The Project Coordinator will also work closely with the coordination of various team members and stakeholders. Location: Virtual U.S. position; Works hours 9-5:00pm PST. preferred work location/time zone is Mountain (MST/MT) or Central (CST/CT). Primary Duties and Responsibilities
Review customer purchase orders and contracts for compliance with Diversified's policies and requirements. Coordinates with sales and PM to resolve issues. Provides efficient, accurate and effective administrative and clerical support to the Tech Ops department Provide general administrative support for Project Teams and local management Coordinates with designated AR staff to initiate regular project billings per contract requirements and established billing rules. Including AIA billing documents if applicable. Provides the most project support during the Initiating, purchasing and Closing Project Phases but is involved in the entire project lifecycle. Assist in posting all critical project documentation on enterprise document management portals Assist Project Managers in creating and initiating project change orders within our ERP. Is the primary interface between the PM and the Procurement Group Assist in the management of the Bill of Materials (BoM) for active projects Working with Shipping & Receiving to help coordinate project deliveries Coordinate onsite deliveries, inventory, and other onsite tasks as needed Attends training classes as required by the needs of the department and assigned by management
DAILY
Provide clerical support for project managers regarding equipment tracking, documentation logging and obtaining subcontractor/vendor quotes Check on equipment delivery status for active projects and follow up with order entry on any missing POs, etc. Provides efficient, accurate and effective administrative and clerical support
WEEKLY
Attend project meetings and assist PM’s with meeting agendas and tasks
MONTHLY
Organize monthly labor reports for active projects in the region Reproduces needed forms for project preparation and service
Education & Certifications
High School diploma or GED Two year technical/business degree or equivalent work experience preferred AVIXA CTS Certification is desirable
Competencies, Skills and Experiences
2+ years of experience in an administrative support role and/or projects-related role Experience with MS Office suite of software products with an emphasis on MS Word skills Familiarity with project management software, such as MS Project, is a plus Experience at working both independently and in a team-oriented environment is essential Technically competent with various software programs, such as Word, Excel, PowerPoint etc. Effectively and accurately communicate relevant project information to the project team Can conform to shifting priorities, demands and timelines through analytical and problem-solving capabilities Reacts to project adjustments and alterations promptly and efficiently Skills to elicit cooperation from a wide variety of sources and all departments within the company Strong written and oral communication skill Strong organizational skills Adept at conducting research into project-related issues and products Ability to prioritize and execute tasks in a high-pressure environment is crucial Well organized with the ability to multi-task Ability to work under the pressure of many simultaneous project needs
Decision Making Authority The PC is responsible for providing project and clerical support for project managers and the Tech Ops team. He/she should work transparently with their management to manage their bandwidth and tasks, as well as understanding Diversified’s processes and procedures. The PC will always get direction from the PM’s and management on any difficult or unusual situations. Physical Working Environment Work will be performed in normal office environment. On-site presence will be as needed by the project, usually this is infrequent. While performing the duties of the job, frequently required to sit and talk or listen to others over the telephone and/or in person. The individual is regularly required to use their hands to finger keyboard and feel and reach with hands and arms. Specific vision abilities required for this job include close vision and the ability to adjust focus.
