Project Coordinator - ArchKey Solutions

Project Coordinator

This position is based in our ProKey Facilities office in Minneapolis, MN

About the company

ArchKey Solutions is a Top 10 National Electrical Contracting company. Our teams work on large, sophisticated projects across the United States. When you work with ArchKey or any of our regional divisions, you join an expansive network of resources, experts, and innovators. More than a bright future, ArchKey Solutions offers positions with a stellar today. We are a lifestyle employer, providing flexibility, great pay, and strong benefits allowing you to live your best life at and away from work.

About the position

As the Project Coordinator, you will be responsible for job scheduling, quality control, creating reports, document control, and client satisfaction activities. The Project Coordinator provides a variety of administrative support as needed, including research on devices and parts needed for project work as well as facilitates an organized workflow with customers and project team members.

Day in the life

• Assists with the planning and scheduling of all assigned projects, to optimize efficiencies of labor costs. May coordinate and communicate scheduling of field and service technicians with vendors, utility companies and customers. Completes and submits appropriate paperwork as needed.
• Provides project start-up support and task tracking including contracts, proposal letters, field data, etc. Ensures accurate and timely tracking information is entered and maintained in appropriate systems and communicates appropriately with project management and other staff members. Issues updated reports as requested.
• Performs project close-out tasks including coordination of final inspections, close-out of all permits, transmitting actual cost and schedule data to the estimating team for use in future project development.
• If appropriate, functions as a primary point of contact for customers requiring service. Ensures product orders are processed appropriately and that work is completed, projects are closed and ready to be billed. Assists project management staff in assembling project submittals and writing purchase orders to suppliers and subcontractors.
• If appropriate, accurately performs design activities of assigned projects as needed and archives completed project information for future reference.
• Assists staff with documentation of Methods of Procedures (MOPs), prepares project status reports and works to ensure plans adhere to contract specifications. Maintains consistency in content and appearance of written documents.
• May assist project managers with accounting support, budget tracking, customer billing, labor estimates, scheduling, job cost reviews, purchase orders, project status reports, and tracking of inspections, testing, and reporting. Pay participate in project status meetings and assist in developing meeting minutes for distribution. Manages travel arrangements for project team members as needed.
• May assist project managers in completing Salesforce service ticket processing, including performing all necessary tasks within software and conducting pre-invoice review meetings before sending to accounting for invoicing.
• May identify and obtain required information from external customers for invoice production, always adhering to the customer's requirements, terms, and conditions and/or contract provisions related to invoicing, billing requirements and online billing systems.
• Creates and provides customers with accurate and timely invoices. May perform day to day accounts receivable follow-up with customers, document and update states notes for review by senior management.
• Updates processes and procedures, creates checklists and accountability documents, and communicates effectively via telephone, email, and face to face with field staff, vendors, coworkers, and customers.
• If appropriate, ensures all tools, equipment and information are confirmed and all parties are coordinated in preparation for job starts. Schedules, monitors and manages equipment calibration, and ensures appropriate equipment is moved from one job site to another on schedule.
• Consistently makes decisions in an attentive and safe manner to ensure the safety and health of self and others.
• Utilizes LEAN concepts or other continuous improvement methodologies to ensure the most efficient operations, processes, and activities.
• Promotes and models 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.

Minimum Qualifications

• 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.

ArchKey Solutions is an Affirmative Action, Equal Opportunity Employer: M/W/Vets/Disabilities.

Our commitment to Diversity, Equity, and Inclusion is an important aspect of our culture.

Every person is welcomed â— Every person is included â— Every person is valued