Assistant Project Coordinator
Assistant Project Coordinator
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Job Description
Job Description: Assistant Project Coordinator
Position Title: Assistant Project Coordinator
Department: Operations
Reports to: Project Administrator
Additional Reporting: Project Manager (as needed)
Position Overview:
We are seeking a detailoriented and proactive Assistant Project Coordinator to join our team. The Assistant Project Coordinator will play a critical role in ensuring the smooth of projects by supporting both field teams and clients throughout the project lifecycle. This position is responsible for organizing estimates setting up jobs in our project management system tracking project time and timesheets and ensuring all necessary resources information and documentation are available for successful project completion. The ideal candidate will be wellorganized proactive in problemsolving and have a strong ability to communicate across all levels of the organization.
Key Responsibilities:
Project Setup and Coordination
Set up estimates job details and schedules in the project management system.
Ensure that all project documentation is accurate complete and readily accessible to both internal and external stakeholders.
Field Team Support
Ensure the field team has all necessary supplies materials equipment and information needed to complete the project on time and within budget.
Provide ongoing communication with the field team to address any issues or needs during project .
Client Documentation and Communication
Provide clients with all required documentation including W9 forms Certificates of Insurance (COIs) safety information and any necessary training materials.
Maintain professional communication with clients ensuring they are kept up to date on project status and receive all necessary reports and documentation.
Reporting and Photo Management
Review and ensure photos captions and progress reports are accurate before sharing them with clients in a timely manner.
Assist in generating and reviewing project status reports ensuring data is correctly captured and aligned with client expectations.
Tracking Time and Timesheets
Track time worked on projects for both field teams and internal personnel ensuring all time entries are accurate and properly recorded.
Assist team members with timesheet completion ensuring all hours are submitted in a timely manner and in accordance with project schedules.
Coordinate with the accounting department to ensure proper billing and reporting of labor hours on client invoices.
Equipment Tracking and Maintenance
Track the repair inspection and calibration schedules for projectrelated equipment.
Coordinate with the maintenance team to ensure equipment is properly maintained and in good working condition for project use.
Collaboration with Project Team
Act as a liaison between field teams clients and internal project stakeholders.
Work closely with the Project Manager and Project Administrator to resolve any issues and ensure the project runs smoothly.
If you are an organized proactive individual with strong communication skills a knack for tracking time and managing schedules and a passion for ensuring project success we encourage you to apply. Join our dynamic team and help us deliver exceptional results to our clients!
Required Skills & Qualifications:
Proven experience in project coordination construction or a related field is preferred.
Strong organizational and multitasking abilities with excellent attention to detail.
Excellent written and verbal communication skills.
Proficiency in project management software and Microsoft Office Suite.
Experience with time tracking systems or software and managing timesheets.
Ability to manage multiple tasks prioritize effectively and work under pressure.
Knowledge of safety protocols and documentation requirements (e.g. W9 COIs safety training) is a plus.
Ability to build relationships and collaborate effectively with both internal teams and clients.
Physical Demands:
Occasional travel to job sites may be required.
Ability to work in an office environment and occasionally in outdoor or field settings.
Work Environment:
Hours will vary for this role
The role may involve occasional evening or weekend hours to meet project deadlines.
Required Experience:
IC
Employment Type
Contract
