PURPOSE

The Senior Project Coordinator (Sr. PC) assists Project Managers, Project Engineers, and various field personnel with administrative duties through project start-up to closeout. The Senior Project Coordinator follows processes and procedures efficiently and effectively to ensure accurate projects and customer satisfaction. A Senior Project Coordinator can coordinate and manage multiple jobs effectively, fill multiple support roles, and provide a high level of support to field personnel.

ESSENTIAL DUTIES AND RESPONSIBILITIES

BILLING

• Pull and organize invoices from multiple sources
• Assist PX/PM with budget snapshot tool to ensure all costs are being captured in Owner Pay Apps
• Review labor rates
• Print JCD or other necessary reports for substantiated billing
• Provide and compile invoice back up for substantiated billing, mark up back up as needed
• Provide back up and review of Home Depot, WEX, and Fastrak costs
• Request Job cost transfers
  CONTRACTS
• Review SCOs and contracts review for mark ups (Sage Projects)
• ERP sync CCOs and Contracts in Procore
• Check contracts and PCOs have been downloaded and saved in appropriate locations
• Verify dates in Procore and update them in Sage
  INSURANCE
• Review GC Pay for insurance compliance issues.
• Update insurance tracking spreadsheet (if needed) Review OCIP enrollment log weekly (if applicable)
• Update sub readiness log with insurance info
• Review SureTrack/OCIP/CCIP enrollment and status weekly (if applicable)
• Update Sage with insurance expiration dates as needed
• Review insurance dashboard for compliance
• Contact subs about non-compliance and push for revisions needed for compliance
• Maintain subs in myCOI and create new profiles as new subs are acquire
  HR/PAYROLL
• Enter daily timecards for jobsite
• Process Certified Payroll reporting weekly/monthly (if applicable)
• Manage Certified Payroll records securely and provide documents to client as needed
• Collect and save Trade Partner Certified Payroll Reports
• Verify Cost Codes in Sage/Procore as needed for labor coding
• communicate efficiently between Payroll and Field staff to ensure timecards are accurate
• Identify and rectify any discrepancies found in weekly timecard audit
• Send timecards for signature and ensure they are sent back

FIELD SUPPORT

• Coordinate visitor badging and onboarding (if applicable)
• Upload safety documents to Box as requested
• Help provide and review new hire paperwork with field staff
• Assist with printing and providing signage for jobsite as requested
  TRAINING SUPPORT
• Train new PCs on project policies and administration
• Maintain accuracy and integrity of PC Playbook
• Act as a subject matter expert and can field day to day questions from other PCs
• Provide ongoing support for all new PCs on all processes
• Assist management with implementing and adhering to project practices and policies.
  ADMINISTRATIVE SUPPORT
• Order office supplies and maintain jobsite trailer "kitchen"
• Coordinate meeting conference rooms, lunch/breakfast meetings, office equipment repair, and jobsite events
• Maintain project directory for team and trade partners (Excel & Procore)
• Schedule conference calls
• Code, enter and reconcile assigned Wells Fargo statements
• Process Expense Reimbursements
• Help submit check requests for permitting and other costs
• Paying permits with city
• Processing and sending Inspections to the city (as needed)
• Monitor business licenses for responsible project(s) and ensure one is in place and renewed
• Maintain accurate, detailed records for archiving jobs
• Assist in Project Financial Closeout including turnover documentation and financial reconciliation.
• Act as a "go-to" administrator for project tracking systems and websites
• Work with Project Team and marketing for design/order of custom project SWAG
• Manage a docusign account (as needed)
• Any other task or duty as assigned or required.
  SKILLS AND SPECIFICATIONS
• Willingness to take on any items needed to support project teams in a dynamic field environment.
• Must be flexible and able to respond effectively to ever changing demands
• Strong communication, planning, organizational, problem-solving skills and attention to detail.
• Able to take initiative when required.
• Able to maintain professional demeanor while dealing with stressful situations.
• Notary Public certification a plus.

KNOWLEDGE, EDUCATION, AND EXPERIENCE

• Three years of experience working as an office assistant or equivalent experience working in an office environment.
• One to three years construction industry experience desired.
• Proficiency in Microsoft Word, Excel, and Outlook.
• Experience with Sage 300 (Timberline), Box, Procore, Timberscan, Bluebeam, Abobe, GC Pay, CCS, and myCOI desired.
• Basic understand of accounting practices and/or cost code systems
• Associate degree in Business or equivalent combination of education and work experience.
• Working knowledge of office procedures.
• Experience working in a busy jobsite trailer office setting with ability to multi-task and prioritize.

Range of base pay is $75,000-$105,000.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The Senior Project Coordinator typically works in a jobsite trailer office environment and uses a computer, telephone and other office equipment as needed to perform duties. The noise level in the work environment is atypical of that of an office. The Senior Project Coordinator will encounter frequent interruptions throughout the work day as there is a high level of distraction, as well as a variety of people/personalities to navigate. The employee is regularly required to sit, talk, or actively listen, as meeting notes may be required; frequently required to use repetitive hand motion and to stand, walk, reach, bend or lift up to 20 pounds. May be exposed to wet and/or humid conditions; moving mechanical parts; high, precarious places; fumes or airborne particles; outside weather conditions; extreme cold and extreme heat. The employee is occasionally exposed to toxic or caustic chemicals; risk of electrical shock and risk of vibration. The noise level in the work environment is usually moderate to very loud.

Attention Staffing Agencies:Please note that we do not wish to receive unsolicited resumes from third-party recruiters or staffing agencies. Any resumes submitted in the absence of a signed agreement will become the property of Truebeck Construction and no fee will be paid should the candidate be hired by Truebeck Construction or our affiliates. We only accept resumes directly from candidates who have applied through our official application process.

Accessibility: If you need an accommodation as part of the employment process please contact Human Resources at