Landscape and Construction Services Project Coordinator
Job Title: Landscape and Construction Services Project Coordinator Department: Stockner’s Landscape / Construction / Nursery Reports To: Director of Operations of Construction, VP - Operations FLSA Class: Exempt
Summary Responsible and accountable for all administrative, financial and organizational support of the Landscape and Construction Services business unit.
Work Schedule The Project Coordinator will generally work Monday – Friday, 8:00am to 5:00pm. A work day will generally be a 9 hour day depending on scheduling and service deadlines. Some days may require more than 9 hours, and other days may require less than 8 hours. Work load may vary with the seasons.
Duties and Responsibilities The following reflects management’s definition of essential functions for this job and does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.
•Manages contracts, change orders and purchase orders per the department manager(s) and distributes to parties as needed. •Coordinates the distribution and monitoring of all work reports, schedules, and project documentation for the business units. •Secures and tracks all building permits for the business unit. •Secures and tracks all miss-utilities call-ins. •Communicates with clients as required to facilitate work flow process. •Coordinates warranty and customer service claim forms. •In conjunction with scheduling requirements, prepares daily, weekly, and monthly work schedules for all managers. •Performs all departmental billing and progress billing (including AIA) as required, in a timely manner. •Prepares agendas and maintains minutes of departmental meetings, work-in-progress meetings, and cost accounting meetings as needed. Distributes to applicable parties. •Reviews, files, and distributes the weekly site meeting minutes to required attendees. •Organizes and maintains all departmental files for each project, client and all correspondences. •Works with estimating department as required securing all project information. •Works with estimating department in the preparation of required submittals. •Ensures certificates of insurance are distributed to clients as required. •Provides administrative support to departmental managers for required toolbox talks, safety posters, and safety compliance. •Assists all departmental managers as necessary to insure communication flow both internally and externally. •Coordinates with HR department all safety and OSHA training for all department personnel. •Responsible for obtaining closeout documents from clients to close out projects in a timely manner. •Receives, organizes and distributes daily project reports from field. •Receives, organizes and submits payroll to payroll department for processing.
Qualifications/Skills/Knowledge Requirements •High school diploma or general education degree (GED) •2+ years construction industry experience •Ability to read, write, speak and interpret rules, procedures, routine reports/correspondence •Ability to speak effectively with groups of employees and/or management representatives •Ability to add, subtract, multiply, divide using whole numbers, fractions, and decimals. Ability to compare rate, ratio, and percentages and interpret basic graphs •Ability to apply common sense understanding to carry instructions in written, oral or diagram form •Ability to deal with problems that involve concrete variables in standardized situations. •Intermediate to advanced experience with MS Office, Internet Explorer, MS Outlook, MS PowerPoint and Quickbooks •Notary or ability to obtain •Ability to transcribe from tape
Physical/Mental Requirements The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
•Coordinate multiple tasks simultaneously. •Accurately complete detailed forms and reports. •Perform some repetitive motion activities. •Interpret complex laws, regulations, and/or policies. •Collect, interpret, and/or analyze complex data and information. •The employee is regularly required to sit for prolonged periods of time; use hands to finger, handle, or feel and talk or hear. •The employee is frequently required to stand and reach with hands and arms. •The employee is occasionally required to walk and stoop, kneel, crouch, or crawl. •The employee must occasionally lift and/or move up to 25 pounds. •Specific vision abilities required by this job include close vision and ability to adjust focus.
Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
•Office setting. •The noise level in the work environment is generally quiet. •May occasionally be required to conduct business outside the office.