PROJECT COORDINATOR

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POSITION SUMMARY

Apex Design Build is a design build firm, specializing in private healthcare practices. Following design build methodology, we manage projects from early visioning and conceptual design stages, all the way through the architectural and construction phases.

We are currently seeking a dynamic Project Coordinator to support our rapidly growing organization. The Project Coordinator will act as a liaison between Apex and its subcontractors, vendors, and consultants, and provide direct support to Apex’s Project Managers, Superintendents, and Director of Construction. Project Coordinators are involved on projects for the entire construction phase.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Order materials and make sure that subcontractors have done so.
  • Maintain finances for all projects in BuilderTrend (Construction project management software).
  • Assist Project Managers with monthly construction draw requests and payouts for projects. Work with accounting to request all partial and final lien waivers, and track subcontractor and vendor payments and account balances. Assist accounting with preparation of AIA G702 & G703 Contractors Application for Payment, Sworn Statements and Lien Waivers on a monthly basis.
  • Receive, sign off, and track all materials delivered to the office in Smartsheet. Maintain storage room.
  • Attend and keep meeting minutes at internal meetings such as Weekly Operations Meeting, Monthly Financial Review Meetings, Safety Meetings, and Jobsite Milestone Meetings. Keep meeting minutes and distribute as needed.
  • Oversee Maintenance / Warranty Program.
  • Maintain Workers On Site Smartsheet & Count.
  • Collect COI’s with Additional Insured’s from subcontractors and Apex and file with city/town and building management. Support Controller with yearend insurance audit.
  • Ensure that all Subcontractor applications, insurances, and names are properly updated with the City or Local Town after buyout is completed by Project Managers.
  • Assist with permit application paperwork, as needed.
  • Ensure that safety binders and most current set of architectural drawings are up to date.
  • Assist Project Managers with pre-bid qualification, RFQ’s, subcontracts and vendor purchase orders.
  • Research and vet new subcontractors as needed.
  • Perform scheduled follow-ups to ensure bids are submitted in a timely fashion. Ensure Bids are uploaded to BuilderTrend.
  • Assist with subcontractor RFI process including follow-up and responses.
  • Assist Project Managers with project closeout documentation. Compile closeout binders promptly upon completion of each project.
  • Assist with implementation of Safety Program initiatives, including follow-up for MSDS sheets, and weekly toolbox talks.
  • Coordinate and pick up prints as needed.
  • Perform other duties as needed. 

QUALIFICATIONS (KNOWLEDGE, SKILLS, AND ABILITIES)

  • 3-5 year of previous work experience in related field preferred.
  • Working knowledge of MS Office Applications (Word, Excel, and Outlook).
  • Must be able to lift 20+ lbs.
  • Strong analytical and problem-solving skills.
  • Excellent oral and written communication skills.
  • Excellent organizational, planning, and prioritization skills.
  • Self-motivated, with high energy and a drive to excel.
  • Strong work ethic and proven success in a performance-based culture.
  • Ability to work in a fast-paced collaborative team environment with flexibility to quickly adapt to change.

Please email your resume to michellel@apexdesignbuild.net or call 847-288-0100 and ask for Michelle.