Project Coordinator

Engineering New Paltz, New York


BASIC FUNCTIONS AND RESPONSIBILITIES:

 

Assist in the management of Capital, Expense or Maintenance projects assigned by the Chief Project Manager. Be involved in the design, planning, estimating, scheduling and materials purchasing for projects assigned.

 

ESSENTIAL JOB FUNCTIONS:

 

  • Provide general administration assistance for the Project Management team including budgeting and accounting.
  • Assist the Project Management Team in creating project specific purchase requisitions as well as reviewing pay requisitions and invoices for contractor payments.
  • Monitor material spending and budget, initiate purchases, inventory, maintain, and safeguard equipment and supplies.
  • Manage materials logs and delivery dates for projects as it relates to scheduling needs.
  • Track material deliveries and returns, and record receipts accurately.
  • Create and maintain product submittal logs based on information provided in the project documents and specifications. Secure submittals from project contractors and issue to the design team for review.  Coordinate communication of review comments between design team and contractors.
  • Demonstrate knowledge of construction sequencing and scheduling.
  • Read and interpret architectural and engineering plans and drawings.  Maintain up to date working sets of drawings at all times.
  • Demonstrate knowledge of construction safety practices and the ability to interpret the OSHA 1926 Standards.
  • Assist the Project Management Team with project scoping and sub-contractor buy out.
  • Assemble and disseminate O&M manuals at project close out.
  • Coordinate digital photo documentation of projects with Draftsperson (prior to start of project, during and upon completion).  Download and edit digital photos, archive.
  • Keep daily project reports on all projects assigned and maintain a record in the project data file.
  • Prepare financial and administrative reports free of errors and omissions.
  • Demonstrate ability to manage multiple projects/activities simultaneously in a dynamic fast pace environment.
  • Conduct research and analyze information and data to evaluate operation procedures and provide recommendations to Project Managers and Director.
  • Demonstrate proficiency with Windows-based operating systems and use software including MS Project, MS Word, MS Excel, and MS Outlook.
  • Learn new software and be proficient in the use of digital record keeping and administration.
  • Attend weekly internal meetings with Project Managers and interdepartmental staff and keep accurate and descriptive meeting minutes.
  • Create and maintain a project folders on the project internal shared drive.
  • Type and revise material such as correspondence, reports, statistical tables, addresses, and forms, from rough draft, corrected copy, recorded voice dictation, or previous version displayed on screen, using computer and Windows based word processing software.
  • Photocopy, scan, fax, email or mail correspondences.
  • Write concisely and legibly.
  • Perform basic mathematical functions such as addition, subtraction, multiplication, and division.
  • Drive automatic and standard transmission vehicles in a safe and legal manner.
  • Work in a manner that will not endanger oneself or others, wear PPE as required by the task at hand, and ensure staff and contractors adhere to safety standards and procedures at all times.
  • Carry a two-way portable radio and earpiece to communicate and provide immediate response to emergency situations. 
  • Work outdoors and exposed to natural elements as necessary.
  • Maintain a pleasant personality under trying conditions and circumstances to both our customers and co-workers.
  • Demonstrate organizational skills, proofreading skills, and produce well-written, error-free copies.
  • Work productively and efficiently with or without supervision.
  • Work under stress with demanding deadlines, changing priorities and conditions.
  • Establish effective working relationships with other staff, management, vendors and guests that have a variety of educational backgrounds and values.
  • Inspect the work of others by touch, sight, sound and smell for conformance to prescribed standards.
  • Speak, read and write the English language and communicate in a clear and congenial manner, with our guests, visitors and employees.  Hear verbal instructions, directions and warnings.       
  • Reach with hands and arms, bend, kneel, stoop, twist and flex arms, walk up and down stairs/inclines, climb up/down ladders up to 18 feet in height, sit or stand for up to 4 hours at a time.
  • Perform work safely at heights up to 80 feet.
  • Lift up to 25 pounds from ground level to shoulder and carry a distance of up to 50 feet with/ without assistance.  Walk up to 15 miles per day.
  • See close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.        
  • Maintain a flexible work schedule including availability to work days/nights, overnights, weekdays/weekends, holidays, and during peak periods of business. 
  • Work additional hours beyond regularly scheduled work day (evenings and weekends) as necessary or on short notice in emergency situations.
  • Adhere to Mohonk Mountain House’s Dress and Grooming Standards; presenting a neat, clean and well-groomed appearance and maintaining a positive, professional image to our customers.
  • Learn and successfully demonstrate the Mohonk Mountain House Service Steps with Service Strategies with guests and staff. 
  • Learn and retain knowledge of historical facts and information about Mohonk Mountain House.

 

QUALIFICATIONS:

 

  • At least 18 years of age.
  • Valid Driver’s License with at least 2 years of fully licensed driving experience.
  • Minimum 3 years’ experience in building and construction management with an emphasis on construction administration.
  • Some college or continuing education in a business or construction management field preferred.

 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities and activities may change at any time with or without notice.