Project Coordinator

The Project Coordinator provides overall administrative support to project teams for day-to-day activities. This role will report to various Webcor Craft job sites around the Bay Area (primarily East Bay), Webcor’s equipment yard, and occasionally the Alameda office.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Provides overall administrative and operations support to project teams for the day-to-day activities including, but not limited to:

PROJECT STARTUP AND CLOSEOUT

1. Assists project team with project startup/close out tasks including office mobilization and demobilization.
2. Establishes document control and archiving procedure inclusive of all external archive project documents in accordance with Webcor’s Best Practices.
3. Works with the project team to ensure that all regulatory compliances are met including insurance and preliminary notices in accordance with Best Practices and as required by the project.
4. Coordinates with Project Manager in onboarding team members as well as external stakeholders.

SUBCONTRACT AND VENDOR MANAGEMENT

1. Ensures proper documentation of subcontractor files, subcontracts, change orders, preliminary notices lien waivers, and other project related compliance.
2. Coordinates with subcontractors and vendors to ensure subcontractors meet project specific compliance requirements including reviewing and maintaining proper insurance and prequalification.

SUBCONTRACTOR AND VENDOR INVOICE PROCESSING

1. Oversees all aspects of Accounts Payable within multiple accounting software in compliance with Best Practices.
2. Works within accounting deadlines to ensure subcontractor and vendor invoices are processed with a high degree of accuracy.
3. Ensures Subcontractor and vendor is in compliance as required by the project and standard best practices.

UNION EMPLOYEE ONBOARDING AND TIMEKEEPING

1. Processes new hires and employee transfers, coordinates lay off paperwork, verifies payroll and reimbursements on a weekly basis, and ensures training course compliance for union employees.
2. Administers drug testing requests, coordinating with the drug testing vendor.
3. Certifies payroll and all public works compliance as required.

MONTHLY ACCOUNTS RECEIVABLE AND CLIENT BILLING

1. Works closely with subcontractors to collect monthly progress billings and collect supporting documentation for monthly reimbursement within multiple accounting software.
2. Assists in preparing monthly client billings if a Project Accountant is not assigned.

GENERAL OFFICE MANAGEMENT

1. Assists with jobsite office set up and vendor services management.
2. Greets visitors, orders office and food supplies, maintains office and housekeeping of kitchen, mail area, conference room(s) and lobby.
3. Distributes and prepares incoming and outgoing mail/packages.
4. Promotes sustainable practices in partnership with Webcor’s Sustainability department.
5. Promotes safety during the performance of all daily project responsibilities.

TECHNICAL SKILLS AND KNOWLEDGE REQUIRED

1. Adept in learning new software quickly.
2. Familiarity with database information flow/costing software preferred.
3. Strong computer skills with proficiency in Microsoft Word, Excel, and Outlook. Familiarity with Workday and/or CMiC and/or Textura is a plus. Experience utilizing LCP Tracker is a plus.

BEHAVIORAL COMPETENCIES REQUIRED

1. Working level organizational skills.
2. Working level communication skills. Proficient in addressing audiences of various sizes, conveying messages and ideas clearly and effectively. Demonstrates the ability to write clear, concise, and professional communications.
3. Working level decision quality and use of sound judgement.
4. Working level customer focus and the ability to work cohesively with others.

REQUIRED EDUCATION AND WORK EXPERIENCE

1. High School diploma or equivalent GED required.
2. Two years’ work experience, preferably in the construction or accounting field.
3. Prior experience in document control on public works projects, including performing certified payroll a plus.

Range of base pay is $35/hr-$39/hr. Actual pay is based on individual skill level and experience.

Webcor is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.