Job Summary
Plan, gather data, coordinate, process, and expedite project certification relative to the construction of schools and other facilities.
Responsible for producing complete and certifiable close-out packages for clients.
Typical Duties
Gather documents, plans, and other pertinent documents related to construction projects
Ensure all documents and plans are centrally saved in the company's chosen document control software
Set up files for each project assigned in the company's document control software. Ensure documents are stored in the designated categories set up in the document control software
Maintain records and information throughout the close-out project progress
Analyze the data and information on documents gathered and verify if it meets the criteria required for project close-out
Research if data is insufficient to meet the close-out requirements through the use of internet search engines or phone calls
Perform closeout planning and devise closeout strategies so that closeout packages are delivered on time
Responsible for all reporting and monitoring of close-out packages for completeness and accuracy
Ensure contract close-out process and checklists are appropriately completed in accordance with company policy
Schedule regular meetings with clients and stakeholders
Prepare and maintain meeting agendas and minutes
Prepare weekly status reports and end-of-the-month reports for clients and stakeholders
Prepare close-out packages for review and approval
Submit and follow up with the agency responsible for approving the close-out packages
Assemble invoice details for the Accounting Department every week
Meet or exceed company key performance indicators
Support the Director of Operations and Project Managers in driving the project’s overall flow effectively from inception to completion
Escalate critical and/or sensitive issues to the Director of Operations or Chief Executive Officer
Comply with all Company operating policies and procedures
Perform other additional assignments as required by the needs of the company or as directed by the Director of Operations and the Chief Executive Officer
Supervision
General supervision is received from the Director of Operations. A Senior Project Manager or a Project Manager may provide technical directions.
Class Qualifications
Knowledge of:
Procedures and policies involved in the completion of projects
Construction industry and documentation desirable
Federal and state policies and procedures, preferably DSA, desirable
Microsoft Word, Excel, Gmail, cloud-based systems, PowerPoint, Adobe, internet search engines, and project management/document control software
Ability to:
Simultaneously handle several tasks, prioritize, and plan effectively while demonstrating resourcefulness, creative thinking, independence, and efficient problem-solving
Schedule workloads to meet budget and deadlines
Read and interpret documents such as contracts, construction documents, and other agreements
Read construction blueprints and plans, which is a plus
Communicate orally and in writing with clients, stakeholders, and co-workers
Coordinate effectively with clients, stakeholders, and co-workers concerning designated tasks
Build positive working relationships with co-workers, supervisors, management, clients, and stakeholders
Work efficiently in a fast-paced environment
Pick up new software with ease
Demonstrate integrity, honesty, professionalism, and commitment to company values
Entrance Qualifications
Education
Graduation from high school or equivalent educational proficiency is required
Completion of 60 semester units or 90 quarter units from a recognized college or university is desirable, preferably including courses in:
Business Management
Accounting
Engineering
Urban Planning
Architecture
Construction Management
Experience
5 years of experience coordinating, analyzing, planning, or reporting on projects, preferably construction projects
Additional experience as a coordinator of some type is a plus
Other Requirements
A valid California Driver’s License
Use of an automobile
A light percentage of jobs will require travel