PROJECT COordinator

JOB DESCRIPTION

REPORTS TO: President

CLASSIFICATION: Salary / Exempt, Full Time

CONTACT: Careers@Hainline.net

LOCATION: 1215 4th Avenue, Suite 1200, Seattle WA 98161

POSTING DATE: January 2, 2020

JOB SUMMARY

Hainline Project Coordinators are responsible for assisting multiple Project Managers by providing administrative support, contract administration, and budget/invoice management. This role requires strong interpersonal skills, active-problem solving, self-direction, a quality conscious mindset, and the ability to balance multiple assignments in a fast-paced, team environment with tight deadlines. Must be willing to work through difficult situations, as well as occasionally intense personalities and circumstances, while keeping a professional disposition.

RESPONSIBILITIES

Administrative

  • Maintain accurate project files throughout the life of projects. Work with project managers to efficiently and accurately set-up their projects and track that all initial requirements are met. Attend project reviews as necessary.

  • General administrative support including meeting arrangements and support, ordering catering, file management, tracking documents, technical editing and formatting of project documents, requests to assist with marketing support

  • Communicate clearly and effectively with both internal and external clients regarding project inquiries or department procedures/requirement.

  • Participate in development, maintenance and modification of CM business and administrative procedures.

  • Request project specific Certificates of Insurance and distribute to Contractors and Owners as necessary.

  • Prepare and distribute project closeout documents.

  • Drive to various job sites/offices

 

Contract Administration

  • Lifecycle management of contract from project set-up to archiving.

  • Create contract files, log and track all engagement letters/contracts including contract drafting and contract change management.

  • Prepare, organize, and /or coordinate files and information used in execution of client engagements.

  • Issue and track master contracts.

  • Prepare and issue task orders in accordance with client contract and coordinated project manager

  • Develop, modify and/or maintain all document and report templates.

  • Process and track contracts, change orders and other project documentation as required.

 

Budget/Invoice Management

  • Monitor actual vs. budget expenses per contract and communicate discrepancies accordingly.

  • Review and confirm invoices for payment in accordance with client contract.

  • Update budgets for client engagements.

  • Assist with forecasting and project tracking.

JOB REQUIREMENTS

  • Ability to work with and take direction from multiple levels of professional staff.

  • Ability to listen and understand customer expectations, take directions and communicate effectively on a timely basis under pressure.

  • An attitude and commitment of being an active participant in our culture of freedom and responsibility (autonomy and accountability)

  • A team-oriented approach and the ability to work with different personalities and professional styles is essential.

  • Must be detail oriented.

  • Associates or Bachelor’s degree preferred. Commensurate experience will be considered

  • Proficient with Microsoft Office Suite; high proficiency with Outlook, Word and Excel required

  • Previous experience at a construction management firm a plus.

  • Experience with SAP preferred.

  • Experience with Bluebeam preferred.

  • Must have an acceptable driving record.

HAINLINE BENEFITS PACKAGE

Our commitment to continuous professional training and support of a healthy work-life balance promotes employee and stakeholder growth and job satisfaction. Benefits include:

  • 401(k)

  • Health Insurance

  • Generous PTO

  • Paid Transit

  • Continuing Education Assistance

Hainline does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Hainline and Hainline will not be obligated to pay a placement fee.