Job Description

Our client undertakes high end commercial fit-out, retail, renovation and hospitality interior projects up to $20m in project value and are looking for an enthusiastic project coordinator to join their ever growing team.

The Project Coordinator (PC) role falls within the Project Management Team, under the Production department subheading.

The PC plays a vital role working amongst the Project team and ultimately reports to the Project Manager, Production Manager,

and finally the Director of Construction.

The Project Coordinator will be responsible and accountable for, but not limited to, the following:

• Assist PMs and SS to meet project goals.

Responsibility 

• Meet with PM daily to review workload, tasks, to-do list, schedule, etc. to ensure work completed accurately and on-time
• Meet with PM to review Submittals | Subcontracts | RFI PCO | CO | ICO | Minutes | Logs etc.
• Input all documentation required into Jonas – daily, maintaining logs and outputs.
• Set-up and maintain project job folders and Jonas’s data upload
• Order project insurance cert
• Subcontracts - prepare, distribute, monitor and track - returned executed within 7 days
• Monitor and track subcontractor insurance, licenses, approvals, signatures, requirements, and documentation required
• Manage, download, print and coordinate all drawings, specifications, addenda, updates, schedules, etc. to site
• Monitor and manage Royalty Suite documents | logs | folders | shop drawings | RFI | PCO | CO | Minutes etc.
• Manage submittal process - log | approval coordination / documentation / downloads
• Prepare binder of approved submittals for all materials and get to site
• Change orders - prepare, distribute, monitor and track - returned executed within 7 days
• Manage Change Order files and documentation
• Call subcontractor and supplier to obtain quotes for Subcontract agreements and PO’s documents
• Obtain PCO pricing and put into Jonas and prepare
• Assist PM prepare and track RFIs, PCOs, COs, site instructions and directions
• Attend and document preconstruction meeting, Site Meetings and Post Construction meetings
• Prepare and distribute meeting minutes and schedule updates
• Assist with subcontractor contact, correspondence, and procurement
• Prepare at customer billing by 25th and obtain all releases to customer by 5th
• Prepare job invoice for subcontract | PCOs | COs | Workorders (t&m) - approve by PM
• Prepare and submit schedule of values
• Manage and monitor subcontractor lien releases
• Prepare billing quantity sheets, t and m documents, tax exempt, certs
• Assist with procurement - equipment / materials / tools / subs
• Assist PM to track and record safety meeting reports
• Collect site supervisors two week look ahead schedules, to distribute 
• Prepare and distribute progress meeting minutes and schedule updates
• Order project insurance, bonds
• Obtain, manage, prepare all close-out documents, as-builts, warranties - within 2 weeks
• Assist pm with obtaining permits
• Review and improve company templates and systems
• Executive coordination
• Scheduling organization
• Communication assistance (phones, e-mail, fax, transmittals)
• Consultant coordination
• Corporate events involvement
• Committee member for future events