Project Coordinator - Materials Department

General Responsibilities:

Provide project delivery support including document control and administration, project tracking, project quality and consistency, and drafting communications resulting in great client experience.

Essential Roles and Responsibilities:

• Coordinate document processes and systems to support control and availability of project and client documentation to local office/operations including tracking & routing of documentation.
• Partner with financial analysts/ accountants and the project team to review, track and provide updates on proposal and project status/milestones, project billing, budgets, and timelines/ schedules to ensure contract requirements and management policies are being followed.
• Partner with financial analysts/ accountants and the project team to draft reports, templates, proposals, fee estimates, and change orders for projects.
• Draft communications & documentation and perform updates to systems including TerraNet and CRM.
• Partner with financial analysts/ accountants and the project team to support management of project Work in Progress (WIP), invoicing and Accounts Receivable (AR).
• Schedule/coordinate utility locating services and clearances as needed for projects.
• Perform other engineering support tasks including development of drawings and directives for proposed boring and test pit locations and plans, preparation of boring and test pit logs and coordination of drilling, and field classification of soil and rock samples, as directed.
• Schedule and communicate with the client regarding project report status, delivery schedule, system access.
• Coordinate client opportunities/requests for proposals, task and change orders to offices including providing clarification of key project and client requirements.
• Promote and provide training and coaching to Operations on the use of Terracon client programs and systems.

Document Control

• Provide document control for projects per established processes to ensure adherence to quality standards and project requirements.
• Partner with financial analysts/ accountants and the project team to review project billing activity to ensure compliance with contract requirements and management policies.
• Track and route documents into internal and/or external systems complying with client protocols and requirements.
• Collaborate with local office/operations to complete document compliance of projects, aligned with scope and within schedule.
• Provide a variety of project support related tasks involving document management.
• Manage document processes and systems to support control and availability of project and client documentation to local office/operations.

Project Delivery Support

• Assist and support for overall project delivery (cost, schedule, quality, information, contracts) on multiple project assignments.
• Partner with financial analysts/ accountants and the project team to assist with oversight of management and tracking of budgets and schedules.
• Works with client to access and work within external systems, if applicable and required.
• Schedule and communicate with the client regarding project report status and delivery schedule.
• Receive, process and forward client opportunities/requests for proposals and task orders to offices to initiate proposal process or work authorization and follow-up as needed.
• Coordinate proposal/opportunity response with local offices, including coaching them on key client requirements
• Maintain spreadsheets or other tracking systems regarding status of proposals and projects.
• Assist with updates to TerraNet resource sites and/or CRM with client specific requirements, templates, communication, etc., related to scope, pricing, delivery, quality, as well as maintain and update key client contacts associated with the account.
• Interact with key client contacts as needed or as directed.
• Keep appropriate project team members informed of status, delivery issues, and other areas as needed.
• Maintain updates to project status including timelines and deliverable dates and financial data.
• Works with offices to ensure that client specific requirements are understood and followed.
• Works with offices on change order requests to ensure timely delivery to client and approval.
• Partner with financial analysts/accountants and the project team to support proposal and project registration setup as needed.
• Work with NAM to develop/maintain any Program Manual or related documents.
• Support project/program leadership with client communication plans.
• Maintain, communicate, and track milestones to project team.
• Support project/program manager with resource management and resource assignment.

Compass Delivery Focus

• Maintains and updates project or program-level Compass, as applicable.
• Provides training and coaching to operational project managers and team members on the use and applicability of Compass to enhance the Client Experience.
• Works directly with Terracon Client Service Managers and/or Client Service Specialists to incorporate and progress the use of Compass, both internally and externally.

General

• Follow safety rules, guidelines, and standards for all projects. Participate in pre-task planning.

Requirements:

High school diploma and a minimum of 4 years' related experience.

• Associate or bachelor's degree in related field preferred.
• Fluent in Microsoft Office applications. Intermediate or better proficiency with Excel is a plus.
• A valid driver's license with acceptable violation history may be required.