Construction Project Coordinator
1 day ago
Westbury
Job Description The Arcticom Group (“TAG”) is a U.S.-based network of commercial and industrial mechanical services companies that provide HVACR service and maintenance and installation services. TAG is committed to being an “employer of choice” and ensuring employees have a home where they can learn and grow. With competitive compensation and an attractive benefits package, TAG is an exciting place to work. TAG with TOMCO Mechanical is looking for a Construction Project Manager to join our team. The project coordinator is an important and versatile position within the installation department. The position is dynamic and fast paced, and requires great accuracy and attention to detail. The project coordinator provides support to the project managers and branch managers. As a project coordinator you will assist the construction department with a multitude of tasks outlined below. The position requires strong organizational skills as well as strong written and verbal communication skills. Responsibilities include: • Review, organize, and compile contracts and corresponding documentation for submission to client/customer, • Review contract language for best interest of TAG and submit to project manager for review/signature, • Obtain insurance certs and review for accuracy/compliance, • Produce site specific safety manuals and MSDS binders for projects as needed, • Complete required forms as per contract, • File intents and affidavits for certified payroll and prevailing wage jobs, • Subcontractor management including vetting subcontractors in Avetta, issuing subcontracts, reviewing pay applications and overseeing compliance documentation, • Print drawings & specifications as required for field personnel, • Permit application & follow through, • Setup and maintain jobs in Microsoft Great Plains (GP) and in SharePoint, • In SharePoint, move file bid folder to job folder and ensure documentation is in correct subfolders, • In GP:, • Create jobs using pre-existing template. Update SOV and bill codes per job., • Review/update job forecasts monthly based on POC/WIP for that month., • Produce job cost reports for project managers., • Inactive jobs upon completion once final costs have been audited., • At least once monthly, review jobs for closing., • Distribute job numbers on a weekly basis, • Assist PM team in the creation of change orders as needed, as well as tracking them in GP and communicating their approval status., • Work with AP (accounts payable) team to:, • Set up new vendors in GP for construction projects, • Review vendor invoices and assist with PO reconciliation, • Work with AR (accounts receivables) to:, • Facilitate new customer setup including pre-qualification information, • Resolve payment/billing discrepancies, • Assist with resolution of aging construction invoices and/or collection efforts as needed, • Job Billings, • Create and submit SOV with each invoice and/or application for payment, • Invoice jobs upon completion or submit progress bills as stipulated by contract, • Submit invoices via email or via customers' portal, • Provide client with conditional/un-conditional payment waivers as requested, • Obtain and submit unconditional supplier waivers from vendors, • Invoice retention upon job completion, • Make travel arrangements for installation team as needed, • Participates in project meetings and maintain records as requested, • Issue purchase orders for the following:, • For field personnel upon request (via text, email, phone), • Ordering of on-site rental equipment (lifts / fencing / dumpsters / etc.), • Subcontractors, • Provide job close out documentation to include, but not limited to:, • As-Built drawings, • Closeout forms, • Warranty forms, • Refrigerant tracking and inventory forms, • Perform other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the work unitRequirements:, • Minimum 1 year of project coordination experience in the commercial construction industry - (HVAC/R industry knowledge or experience preferred), • High School Degree or GED equivalent, • Must have valid notary license (TAG can assist with obtaining, if needed), • Proficient with technology and aptitude to learn various software platforms, • Strong organizational and communication skills, • Ability to work independently, multi-task and prioritize tasks with strict deadlines, • Flexibility and desire to take on additional responsibilities