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Company

Original Job Post

ArchKey Solutions · 5 days ago

Project Coordinator

Minneapolis, MN

Full-time

Hybrid

Entry Level

2+ years exp

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Responsibilities

Assist with planning and scheduling of all assigned projects to optimize labor costs.

Coordinate and communicate scheduling of field and service technicians with vendors, utility companies, and customers.

Complete and submit appropriate paperwork as needed.

Provide project start-up support and task tracking including contracts, proposal letters, field data, etc.

Ensure accurate and timely tracking information is entered and maintained in appropriate systems.

Perform project close-out tasks including coordination of final inspections, close-out of all permits, transmitting actual cost and schedule data to the estimating team, etc.

Function as a primary point of contact for customers requiring service if appropriate.

Ensure product orders are processed appropriately and work is completed, projects are closed, and ready to be billed.

Assist project management staff in assembling project submittals and writing purchase orders to suppliers and subcontractors.

Accurately perform design activities of assigned projects as needed and archive completed project information for future reference.

Assist with documentation of Methods of Procedures (MOPs), prepare project status reports, and ensure plans adhere to contract specifications.

Maintain consistency in content and appearance of written documents.

Assist project managers with accounting support, budget tracking, customer billing, labor estimates, scheduling, job cost reviews, purchase orders, project status reports, etc.

Participate in project status meetings and assist in developing meeting minutes for distribution.

Manage travel arrangements for project team members as needed.

Assist project managers in completing Salesforce service ticket processing and conducting pre-invoice review meetings.

Identify and obtain required information from external customers for invoice production.

Create and provide customers with accurate and timely invoices.

Perform day-to-day accounts receivable follow-up with customers.

Update processes and procedures, create checklists and accountability documents, and communicate effectively via telephone, email, and face-to-face with field staff, vendors, coworkers, and customers.

Ensure all tools, equipment, and information are confirmed and all parties are coordinated in preparation for job starts.

Schedule, monitor, and manage equipment calibration and ensure appropriate equipment is moved from one job site to another on schedule.

Make decisions in an attentive and safe manner to ensure the safety and health of self and others.

Utilize LEAN concepts or other continuous improvement methodologies to ensure the most efficient operations, processes, and activities.

Promote and model the Company mission, vision, and values through exercising sound and ethical business practices, championing all elements of diversity, equity, and inclusion (DEI), and providing high-quality services and programs as they relate to clients, subcontractors, co-workers, suppliers, and the public.

Qualification

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Scheduling abilitiesBusiness schedulingCost trackingPurchasing systemsProblem solvingHard workingCommunicationListeningInterpersonalTime managementCollaborationInitiativeTeamworkIntegrityDependability

Required

High School diploma or equivalent.

Minimum 0-2 years of experience coordinating project work or a similar role.

Experience providing and coordinating support activities in a fast-paced work environment and organizing large amounts of data into understandable formats.

Strong organizational skills, scheduling abilities, and detail orientation.

Effective communication with employees at all levels.

Excellent listening, interpersonal, written, and verbal communication skills.

Effective independent problem solving, customer service and time management skills.

Strong collaboration, initiative, teamwork, and interpersonal skills.

Demonstrated high level of integrity and dependability.

Demonstrated mathematical skills.

Proficient in the use of business scheduling, cost tracking and purchasing systems.

Strong process orientation.