HVAC- Job Cost Coordinator - H&M Company

General Description:

With supervision and input from Project Managers, the Job Cost Coordinator is responsible for administering the Accounts Payable for H+M jobs and preparing contracts, change orders, and purchase orders. Also has clerical and assistive responsibilities to Project Managers.

Essential Functions of the Position:

1. Enter job estimates as coded by Project Manager into accounting system for tracking job cost vs budget and to develop billings to clients.
2. Assist with cost information for monthly cost-to-complete meetings and adjust budgets in the accounting system for changes as needed.
3. Assist with processing of weekly timesheets from each project.
4. Process weekly expense reports from each jobsite and from Project Managers.
5. Process and maintain purchase orders, contracts, purchase order logs, and change orders for subcontractors/clients and ensure certificates of insurance and bonds, if applicable, are correct and current.
6. Process coding of weekly invoices, enter into the system, and review for payment.
7. Set up invoices for projects and ensure cost is accurate and approved for payment once all waivers and required documents are received.
8. Prepare and track AIA documents along with any required backup to be submitted to clients for payment.
9. Maintain copies and prepare T&M billings.
10. Prepare and submit closeout documents to subcontractors at job completion and track receipt of these documents.
11. Obtain O&M Manual documents from subcontractors and prepare manuals as directed by the Project Manager, if required.

Other Functions of the Position:

1. Performance of clerical duties such as filing of invoices, receipts, etc. as well as tasks required at the direction of the Project Managers, such as typing of correspondence.
2. Orders necessary office supplies and arranges for shredding of documents.
3. Maintain an office calendar for information on employee travel.
4. Maintain a record of vacation/sick days for office staff.
5. Occasionally prepare state or building permit reports at the direction of the Project Manager.
6. Maintains waivers, close out documents and statistics (i.e. minority payments, local v. non-local labor, etc.).
7. Maintain a record of safety training for current field employees and provide notifications prior to expiration.
8. Maintain a record of company licenses and facilitate renewals on a timely basis.
9. Assist with applications and pre-employment testing.
10. Provide support for front desk if needed.

Knowledge, Skills and Abilities Required:

1. H.S. degree minimally required; Associate’s or Bachelor’s degree preferred.
2. Must be proficient in use of Microsoft Office (Word, Excel) as well as the H+M Accounting software.
3. Must be able to effectively involve co-workers in problem resolution in order to develop and retain a team atmosphere.
4. Must have the ability to communicate effectively with co-workers, subcontractors, clients, superintendents and management.
5. Must be organized and attentive to details.
6. Must have the ability to handle multiple priorities and be able to succeed in a fast paced environment.

Working Conditions:

1. Generally, normal office environment where there is no physical discomfort due to temperatures, noise, dust and the like.
2. Work includes some walking, standing, bending, and carrying of light items.
3. Minimal travel may be required on certain jobs per owner/PM request.

Disclaimer:

This position description is not intended, and should not be construed to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with the job. It is intended to be an accurate reflection of those principal job elements essential to the job.