Project Coordinator

Summary

A LOTT Project Coordinator (PC) oversees the workflow of the project’s documentation organization and processing while assisting the Project Manager (PM) directly in correlation to the Schedule, Submittal process, Permitting and RFIs. The role is an important one to protect the company’s interest, risk and exposure, and financial security, but also alleviating the PMs responsibilities. They will serve as an integral team member in maintaining communication, organizing essential documents, able to perform all PC responsibilities, as well as read and interpret construction documents and reports. They will be the supporting team member who assures paperwork is processed in a timely fashion and all PM responsibilities are being handled with the direct supervision of a PM. They may run one to two small projects on their own, or assist the PM in running larger projects. This role will be transitional and may require more time spent in the field and an essential asset to assuring the PM and Superintendent execute the project plan with efficiency, accuracy and precision.

They must be well-versed in documenting the project team plan, providing results-driven action, ultra focused on organization, contractual documents, purchase orders, change orders, subcontractor invoices, waivers and distribution of payments, the submittal process, RFI process, reading blueprints and interpreting and reviewing specs and project requirements.

The goal is to ensure that operations are carried out productively to ensure profitability and sustainable growth of LOTT values.

Requirements

• Must organize all filing systems for the projects, assuring that documents are stored, named correctly and logged where necessary
• Must organize all meetings, maintain meeting minutes and project note taking, and distribute after PM approval
• Must assure that the most current contractual documents are stored and distributed in a timely manner
• Must track changes to all contract documents and assure all back documentation is filed and named correctly
• Must understand the importance of COIs and how to determine what LOTT, the Owner and the Landlord standards are, and ensure that all subs and vendors adhere to the expectations
• Must be able to balance contract documents with the project budget and Procore, and assure that all necessary documentation is issued in a timely manner and executed by all required parties
• Must be responsible for issuing MSC, Safety Manuals, W9, and project documents for all subs and vendors, along with logging the information where required
• Must make sure that all invoices are processed and sent to accounting for posting in a timely fashion
• Must assure that all cashflows are up to date and information is correct and stored in its proper file
• Make sure that all communications, receipts, back-up documents, 3rd party reports, super reports, inspections, permits and close-out documents are stored neatly and organized efficiently for distribution to the Owner
• Must be able to model professionalism to your team, subcontractors, vendors, owners, clients, and landlords
• Must be able to communicate all redacted SOWs, POs, COs to the field
• Must review all documentation that leaves the building for the project, assure that it meets quality and professional standards, and is reviewed by the Project Manager of the project before being sent
• Must distribute new construction documents at the PM’s request to all subs, vendors, supers, Owners, etc., and filed in LOTT’s system and/or Procore
• Must be able to add contacts to Procore and assure they are in the correct distribution category
• Must issue all documentation to subs and vendors and follow up to gain all required signatures before processing any invoices for that sub or vendor
• Must assure that invoice vouchers are not issued to subs or vendors that are missing paperwork and that the amounts do not exceed the contract value
• Must be familiar with the submittal process and be able to review specs before submission and organize all documents when received from the sub to the architect’s approval
• Must be familiar with how to perform some take-offs of materials, understand purchasing requirements for GC provided materials, and read drawings
• Must be able to make a preliminary project schedule and descope a small project
• Must be willing to understand all construction processes and the time, circumstance and processes of most trades
• Must be able to create and submit Owner Invoices and understand Owner contractual documents
• Must be able to break down scopes of work and present them to the supervising PM before distribution and negotiation

Responsibilities

• Must be able to professionally communicate with Owners, Subs and Vendors
• Must always be able to have all the proper documentation to present to the PM
• Must efficiently price and order porta potties, dumpsters, storage containers, fire extinguishers, super supplies, etc.
• Must be able to make a punch list in Procore
• Must be able to issue change orders to subcontracts or POs at the request of the PM
• Must be able to issue and submit Owner Change Orders
• Must be able to call and follow up on deliverables
• Must review all close-out documents to ensure they are accurately collected, neatly organized, electronically saved, and professionally presented to the Owners at project completion
• Must show proficiency in all project technologies, including but not limited to, Procore, Outlook, Excel, Teams, LOTT’s file system, P&P of documentation organization, payment procedures and invoicing
• Must keep files organized and neat and documents properly named
• Must be able to address any concerns, accomplishments, and failures by keeping a best practice log
• Must support your team to reach their individual goals
• Must be able to address all Close-out items fairly and swiftly to turnover the project without delaying the Owner operations
• Assist with the management all warranty items after the project is turned over