Construction Project Manager

Young Development • Full-time • Elma, New York State, United States • $45,000 - $70,000 / year • 3m ago

JOB PURPOSE: The Project Coordinator is assistant to the Project Manager and involved in all phases of construction projects. They must work closely with Project Managers to create comprehensive action plans concerning resources, budgets and timeframes for projects. They are charged with organizing, planning, reporting and managing daily, weekly, and monthly activities. A Project Coordinator should expect to be involved in multiple projects at a time.

ESSENTIAL DUTIES AND RESPONSIBILITIES PER PROJECT:

1. Provide assistance to the Project Manager/Executive Team for the Pre-Construction phase.

· Communicate and coordinate with the Town Building Department to develop a pre-construction timeline and task list.

· Assemble documents, signatures, and checks for submissions to the Building Department.

· Schedule meetings, attain agendas and minutes for Town Board meetings.

· Request proposals, create Work Orders and Purchase Orders for agencies performing investigations and reports.

· Collect reports, file and distribute to relevant parties.

· Assemble and assist with execution of agreements with design professionals (Architects, Interior Design, etc.).

· Solicit “Intent to Serve” letters. Prepare and submit new service applications. Follow up for design plans and assemble documents and checks for agreements.

· Maintain files and ensure all agreements are fully executed.

· Upload surveys and preliminary plans to Procore.

· Prepare, update and distribute the Development Meeting agendas and minutes. Perform follow-up with external parties prior to meetings to develop an agenda with current status. Engage action items derived in the meeting to keep progress moving forward.

2. Provide assistance to the Procurement Agent for the Buyout phase.

· Work with the Procurement Agent to assemble bid documents and develop a bid list.

· Issue invitation to bid packages and maintain tracking log for bidding process activity to maintain a current overview.

· Receive, organize, log, and file bid submissions.

· Establish Master Subcontract Agreements with companies that are being engaged for the first time. Request insurance certificates and submit for review.

· Assemble, issue, and process Work Orders and Purchase Orders for each project. Track and ensure that all contracts are fully executed and saved in files. Fully executed contracts shall also be saved in the Procore project.

3. Provide assistance to the Project Manager for the Construction phase.

· Communicate and coordinate with the Town Building Department to develop Building Permit application process.

· Assemble documents, signatures, and checks for permit application submissions to the Building Department.Follow up until permits are granted.

· Upload and maintain contract documents (Plans, Specifications, Addenda) in both server files and in Procore project. Maintain documents to ensure they are always current.

· Review subcontractor RFIs. Validate, clarify and process through Procore.

· Establish project submittal list and upload to Procore. Assemble, validate and process subcontractor submittals through Procore. Create logs of required submittals for each trade, distribute and manage submission process.

· Development and maintain project directory.

· Receive, classify, and file subcontractor and vendor formal correspondence.

· Collect delivery tickets and maintain inventory of GC purchased materials.

· Organize and maintain construction files on Procore as well as the company shared drive.

· Prepare weekly Construction Meeting agendas and update with meeting minutes. Perform follow-up with external parties prior to meetings to develop an agenda with current status. Engage action items derived in the meeting to keep progress moving forward.

· Establish new service accounts with utility companies. Set up tracking sheet and maintain with account numbers and meter numbers.

· Assemble, issue, and process Change Orders to contracts. Maintain the Change Order Log with up-to-date status for summarization. Track and ensure all change orders are fully executed and saved in files. Fully executed change orders shall also be saved in the Procore project.

4. Assume administrative responsibility of accounts payable for the project.

· Receive, organize and track incoming vendor invoices and subcontractor payment applications.

· Prepare invoice/pay applications for approval by the Project Manager.

o Attach review checklist as a cover and complete checklist tasks.

o Review contract amounts, change order amounts, and previously billed amounts for accuracy.

o Sort and attach delivery tickets for vendor invoices.

· Follow up with vendors/subcontractors for revisions required.

· Process approved accounts payable to the Staff Accountant.

· Assist in addressing any vendor inquiries about outstanding invoices (review statements and contact vendors as needed).

· Scan and file received, revised, and approved payables.

5. Assume administrative responsibility of the Closeout phase.

· Assemble final record documentation for retention.

· Review and validate that subcontractor submissions are accurate and meet the requirements.

· Package and distribute closeout documents to the municipal Building Department.

· Request the Certificate of Occupancy. File and distribute to appropriate parties.

· Coordinate with NYSDOT to close out any open permits.

· Coordinate with MS4 to close out SWPPP permit.

· Assemble attic stock materials.

· Assemble Operations & Maintenance package.

· Assemble Warranty package.

Note: This job description is not meant to be an all-inclusive statement of the duties and responsibilities of the job. The requirements of the job are entirely results driven and can vary as necessary to achieve project objectives.

PERFORMANCE MEASUREMENTS:

· Assigned project tasks completed on time and with accuracy.

· Ability to maintain a wide array of perpetual tasks without oversight.

QUALIFICATIONS:

· 1-3 years of experience in a construction related position

· High School Graduate

· Familiarity with Windows operating system.

· Proficient in Microsoft Word and Excel.

· Proficient with Microsoft Outlook email exchange.

· Familiarity with Procore Construction Software (preferred, not required).

· Above-average literacy.

· Excellent verbal and written communication skills.