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The Project Coordinator shall work closely with the Operations Manager and Project Manager(s) within ECT Services… As well as the customers, Building Owners, and Architects & Engineers who have hired/retained ECT Services.

The overall goal of the Project Coordinator is to allow the Project Manager to focus on job execution. Both the Project Manager and the Project Coordinator are responsible for communication (either with ECT’s own internal Team Members and/or outside entities). Although the Project Coordinator may perform some of the project management work, the project manager is ultimately responsible and accountable for the successful delivery of the projects.

The Project Coordinator will support the PM’s & the Ops Manager, the processes of the Operations Department, and all Operations project related administrative action items (including associated paperwork / documentation needs) for the project(s)… by performing the essential duties listed below:

RMA’s – Arranges for shipment of damaged product back to manufacturer and acquiring advanced replacement orders.

Material receipt – manages the receipt of material by inventorying received shipments, putting on shelfs, notifying PM’s and Accounts Payable, scanning in packing slips, etc.

Manage project parts bins in conjunction w/ PM’s (This person would be responsible for the organization of all material with respect to assigning the parts & product to proper job bins, and / or labeling the parts & products according to their respective job).

PO generation & material orders – Primarily role for the ops team field installers commodity needs and misc. material acquisitions. Secondary support to AP for primary project orders sent from engineering.

Inventory and order Panel construction materials – for panel manufacturing area

Submittal and O&M manual creation & distribution –Include all control drawings, cut sheets, and installation guides & binders (Asbuilts from Cad)

Hotel and travel arrangements as needed relative to project travel

Maintain & track ops team training certifications – OSHA, safety topics, JCPS badges, Lenel Annual webinar updates, etc. Track expirations and notify team of required renewal dates.

Documentation Management (Paper & Electronic)– review, write, and file the following, but not limited to:

Manage Project files – Scope/Contract/Purchase Orders/Change Orders/subcontracts/etc

Maintain project tracking sheet and HaloDash PM systems (Track monthly job cost and process billing approvals )

Project Close out documents – Warranty letters/job completion/training agendas/etc

New Vendor submissions – coordinate with the AP manager to request new vendors. (this is establishing new subs, and vendors in conjunction w/ the PM, vendor, and AP.

Schedule and participate in required project meetings

Manage operations’ customer satisfaction surveys

Acts as an alternate point of contact for customers, and notify customers of project team after sales to operations turnovers

Acquire (as required) Payment and performance bonds for projects

Acquire (as required) Certificate of insurance for projects

Manage Operations manpower schedules & vacations / calendar

Assist PM to regularly evaluate and communicate the financial performance of projects

Work with AP and PM’s on surplus project materials that need to be transferred to inventory, re-assigned to other jobs, or sent back as surplus for credit.

Perform quarterly ops team tool inventory evaluations (provide sheets, get filled out, update primary inventory document)

Help develop and communicate the initial project schedule, making certain that all scheduling conflicts are resolved with routine updates with the project manager’s final approval.

Coordinate warranty/project issues with other ECT Departments as applicable.

Clarification of Roles, to help eliminate confusion between PM and PC:
Project Manager is responsible for identifying and resolving project issues, making sure the project progresses on schedule and on budget. The PM is the primary point of contact with stakeholders and is accountable for the project’s success. The project manager seeks help from a project coordinator to expedite tasks after the planning phase.

Project Coordinator’s role is to coordinate & communicate activities with the PM such as documentation, emails, phone calls, scheduling, ordering, sorting, stacking, scanning, copying, sending, receiving, etc…

For more information or to apply, please contact dstumler@ectservices.com.