Project Coordinator - City of Pearland, TX

General Statement of Job
Performs a variety of complex and technical activities in support of the Projects Department by coordinating, managing, and monitoring capital improvement project activities and functions, as directed. Assists the Assistant Director of Projects and/or Project Manager(s) with project delivery, organizational functions, maintaining project schedules, reviewing invoices, researching and maintaining project files, projecting financials, right-of-way acquisition, utility relocations, public involvement, coordinating with consultants, coordinating with other agencies, coordinating with other departments and the public, coordinating permits, day to day administration of the ProTrak system, provide training on ProTrak system usage and assist in identifying and scoping system upgrades and modifications.

Essential Functions
Regular and timely attendance at work.

Assists in the management of multiple complex capital projects under strict deadlines with limited direction.

Provides coordination and technical support for the Projects Department including researching, analyzing and preparing written reports on financial and schedule performance using Microsoft Excel, Project, Word, PowerPoint and Access.

Coordinates the necessary people, materials, capital and permit approvals to complete each project on-time and on-budget.

In conjunction with the Project Manager(s), assists in the development, preparation and routing of project budgets, cash flows, change orders, contracts, deeds, plans, and maps.

Completes and processes reimbursement documents for state, federal, or other agency funding.

Plans and prepares articles, reports, brochures, promotional, and education materials.

Gathers and compiles data; design and develop databases; makes recommendations for solutions; prepares narrative and statistical reports; and prepares visual aids including maps, tables, graphs, slide shows, exhibits, and similar materials to support projects and programs.

Provides assistance to the Assistant Director of Projects and/or Project Manager(s) on special projects, involving research, compiling information or data of a specialized nature, analysis, planning, and technical support.

Interacts with utility companies and other governmental agencies to obtain necessary permits and clearances to ensure regulatory compliance; coordinates relocations and coordinates utility installation projects.

Manages and maintains the department's Project Website as well as the departmental ProTrak system

Develops internal processes and standard operating procedures.

Implements, maintains, and provides training on the Project Management software.

Manages project documentation and correspondence with contractors, engineers, utility companies and the public.

Manages responses to project inquiries from the public, other entities, and other departments.

Coordinates the bidding process with the Purchasing Manager.

Reviews construction specifications and plans prepared by consultants to verify that the City's standard specifications and details are properly included and that the design meets the project objectives and defined scope.
Manages assigned, typically smaller, projects on site to verify that the work meets contract and project specifications and standards.

Monitors segments of large projects to see, together with a Project Manager or Construction Manager, that the work meets contract and project specifications and standards.

Typically in a supporting role, attends public, council and related meetings to assist in presentation of project information.

Administratively assists the Project Management staff with the development and input of performance measures.
Provides follow-up action with contract engineers, consultants, and other governmental entities to ensure compliance with contract provisions.

Directs management and oversight of construction phase capital projects.

Attends design phase progress meetings and assists in performing 30/60/90% reviews.

Conducts substantial and final walkthroughs and compiles punch lists.

Generates RFIs, RFPs, change orders, and other contract-related documents.

Approves pay estimates and invoices.

Prepares for assists with document generation and attends project open houses, including exhibits and advance public communication.

Conducts field visits to check job progress and to assess site issues.

Manage, maintain and improve the department's project website and functionality.

Contributes to team effort by performing other related duties as assigned.

Education, Experience, and Licenses
Bachelor's degree from an accredited college or university in Construction Management, Construction Science, Engineering, Business, Public Administration, Planning, or closely related field, or an equivalent combination of education, training, with experience managing multiple projects.

Work experience in a fast paced project management environment highly desirable.

Intermediate skill level in the operation of Microsoft Office Suite and Microsoft Project, is required.

Experienced working with project management software or possesses the ability to perform "expert level" operation, maintenance and demonstration/ training of departmental project management software to Contractors and Professional Service providers.

Good oral and written communication skills, required.

Valid, Class "C" Texas Driver's License

Knowledge, Skills, and Abilities
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals; ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry; ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

To perform this job successfully, an individual should have knowledge of Internet software; Project Management software; Spreadsheet software, Word Processing software, and database software.

Ability to operate a vehicle for City business, PC, calculator, copier, telephone, Internet Access on daily basis.

Ability to work under pressure and coordinate numerous activities and groups of people.

Skill to read, analyze and interpret statutory rules, regulations, etc.

Ability to establish and maintain effective working relationships with contractors, outside vendors, consultants, state regulatory agencies, and the general public.

Ability to read maps, surveys, construction plans, and contract documents.

Knowledge of permitting and zoning issues.

Knowledge of municipal government purchasing laws.

Knowledge of the City's Code of Ordinances.

Works independently or with a team.

Ability to interpret and apply Federal, State, and local policies, laws and regulations.