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Project Coordinator

Location: 

Santa Clara, CA, US


Best People + Right Culture. These are the driving forces behind JE Dunn’s success.

 

By hiring inspired people, giving them interesting and challenging work, enabling them with innovative tools, and letting them share in the company’s rewards, we’ve found a sustainable way to grow in our industry for the last 90+ years.

 

Our diverse teams around the country strive to enrich lives through inspired people and places every day, and we need inspired people like you to join us in our pursuit of building perfection.

Role Summary

The Project Coordinator will provide routine administrative support to internal and external project management team members. This position will collect, process, input, organize and file data and documentation from various sources and stakeholders in order to support the administrative, documentation, data, reporting, compliance and communications needs of projects. All activities will be performed in support of the strategy, vision and values of JE Dunn.  

  • Autonomy & Decision Making: Follows directions and refers all exceptions to supervisor.
  • Career Path: Senior Project Coordinator

Key Role Responsibilities - Core

PROJECT COORDINATOR – CORE 
•    Actively participates in all aspects of the project-specific safety plan and culture.
•    Collects, processes, inputs, organizes and files data and documentation from various sources and stakeholders as requested by project management team and/or as warranted by established business processes, in order to support the administrative, documentation, data, reporting, compliance and communications needs of projects.
•    Processes information within specific timeframes in order to maintain efficiency and timeliness of documentation, submissions, communications and reporting.
•    Organizes information into standard formats and reports in various systems and locations such as the project dashboard, CMiC, etc.
•    Coordinates electronic submission of project documentation. Prepares routine correspondence (such as letters, emails, meeting notes and proposals) and reviews outgoing materials for conformance with best practice standards and formats.
•    Creates new potential change items (PCIs) and follows up as needed.
•    May support project management during the bidding process, with deliverables such as creating bid invitations, preparing specifications documents, addressing regulatory and compliance requirements and creating, tracking and following up on bid communications.
•    Supports project management during the award process, with deliverables such as issuing bond memos, setting up subcontractors in project management systems, granting system and dashboard access to stakeholders, preparing and organizing various components of the contracts and processing final contract documentation.
•    Supports project management with project deliverables, such as managing information on the project dashboard and electronically processing various documents (such as submittals, pay applications, bills of sale, compliance documentation, requests for information and change documents).
•    Tracks and monitors and/or collaborates with project accounting to ensure necessary documentation (such as insurance certificates, bonds, lien waivers, affidavits, etc.) meets compliance requirements before releasing checks to contractors.
•    Contributes to effective, accurate, organized and timely access to information and communications by all stakeholders throughout the project. Key deliverables include creating and updating contact information and distribution lists, creating agendas and meeting notes, collecting and recording various project and compliance documents (such as insurance certificates, certified payrolls, affidavits, performance and payment bonds, etc.) and generating various reports, emails and letters.
•    Processes and distributes incoming communications (e.g., mail, email, fax) in a timely manner and responds to routine requests that do not require the supervisor’s attention.
•    Provides timely and effective communication via email, telephone, etc. to internal staff and external customers and subcontractors.
•    May receive and direct incoming telephone calls and visitors.
•    May provide switchboard relief and/or additional administrative support to other functions to help meet business and staffing needs.
•    Demonstrates a positive and professional attitude, maintaining composure under pressure.
•    Shares subject matter expertise in order to support teamwork and deliver results.
•    Demonstrates willingness and ability to work collaboratively and cross-functionally to obtain information or solve problems in support of the team’s goals.

Key Role Responsibilities - Additional Core

CUSTOMER SERVICE

  •  Demonstrates commitment to the highest standards of customer satisfaction by displaying courtesy and sensitivity and responding promptly to customer needs.
  •  Manages difficult or emotional customer situations promptly and efficiently.
  •  Meets client commitments; recognizes and acts upon service opportunities.
  •  Solicits and applies feedback to improve quality and service.

Knowledge, Skills & Abilities

  • Ability to perform work accurately and completely, and in a timely manner
  • Communication skills, verbal and written
  • Strong business acumen and critical thinking ability
  • Proficiency in MS Office
  • Organizational skills
  • Ability to deliver quality through attention to detail
  • Ability to learn and use a variety of software, tools and systems necessary to meet business needs
  • Knowledge of construction industry terminology and documents
  • Knowledge of administrative, office and general accounting procedures and standards
  • Ability to build relationships and collaborate within a team, internally and externally

Education

High School Diploma or GED (Required).

Experience

  • 2+ years administrative support experience (Required)
  • 2+ years construction project or clerical support experience (Preferred)

Working Environment

  • Must be able to lift up to 10 pounds
  • May require periods of travel
  • Must be willing to work non-traditional hours to meet project needs
  • Normal office environment, but may be exposed to extreme conditions (hot or cold)
  • Frequent activity: Sitting, Viewing Computer Screen
  • Occasional activity: Standing, Walking, Bending, Climbing, Reaching above Shoulder, Pushing, Pulling

 

JE Dunn Construction is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity/Affirmative Action Employer and it is our policy to provide equal opportunity to all people without regard to race, color, religion, national origin, ancestry, marital status, veteran status, age, disability, pregnancy, genetic information, citizenship status, sex, sexual orientation, gender identity or any other legally protected category. JE Dunn Construction is a background screening, drug-free workplace.

 

JE Dunn provides reasonable accommodations to qualified individuals with disabilities. If you would like to request a reasonable accommodation in order to apply for a job, please submit your request to accommodations@jedunn.com

 

JE Dunn Construction Company does not accept unsolicited resumes from search firms or agencies. Any resume submitted to any employee of JE Dunn Construction without a prior written search agreement will be considered unsolicited and the property of JE Dunn Construction Company.  Please, no phone calls or emails.



JE Dunn Purpose Badge

Why People Work Here


At JE Dunn we offer our employees an inspired place to enrich their life and the lives of those around them

Building on our rich history, our employee owners are shaping the future of JE Dunn. In our team-focused environment we do life together and are generously rewarded for our efforts



About JE Dunn


    Founded in 1924, JE Dunn Construction is a family and employee-owned general contractor with expertise in construction management services, design-build, and integrated project delivery. We deliver transformational solutions to our clients with certainty of results in our pursuit of building perfection.

    Facts
    • 90+ Years of Construction Experience
    • 22 office locations coast-to-coast
    • Annual revenues in excess of $4 billion
    • Consistently ranked Top 25 of the 400 largest general contractors nationwide by Engineering News-Record
    • Consistently ranked Top 15 for domestic building by Engineering News-Record
    • 2500+ Employee Owners work at JE Dunn


EEO NOTICES

"EEO is the Law" POSTER

"EEO is the Law" SUPPLEMENT

Pay Transparency

E-Verify

JE Dunn participates in the Electronic Employment Eligibility Verification Program.

E-Verify Participation (English and Spanish)

Right to Work (English)

Right to Work (Spanish)


Nearest Major Market: San Jose
Nearest Secondary Market: Palo Alto