Overview

This Project Coordinator position supports Akima Intra-Data (AID) by performing project coordination, human resources liaison and RFI/submittal tracking duties for the AID team. The working environment is professional but casual and involves working with construction and management personnel. The position provides general support for our management team and will work closely with other office staff to provide office support for our onsite team. Must be flexible, able to juggle multiple tasks, and able to track time-sensitive documents and outstanding action items for follow-up.

Responsibilities

Assist Safety Mgr with new Project Binder set-up, and Project Kick-offs. Manage project Shared-drive files onsite.

Document Procore Submittals and RFIs, and ensure distribution to internal staff.

Scan submittal product data, reports and other documents as needed.

Assist with tracking and organizing job order documents on shared drive.

First point of contact for AID jobsite trailer visitors; Answer phones, field requests and forward calls/requests to appropriate staff.

Assist with collecting, scanning, and submitting documents to the client.

Attend Management/GF Coordination Meetings (held weekly) to identify updates or issues and assimilate information into the AID ICSS Work Status Report, submitted weekly to PMO/LLNL.

Human Resources Liaison:

New employee orientation; work with new craft labor hires to complete and submit required hiring paperwork to HR and Payroll.

Develop and implement check-in procedures for new or returning employees, and check-out procedures for departing employees.

Develop and track Union dispatches.

Work with HR and Payroll on any union craft labor termination to ensure compliance with Akima requirements.

Support job postings in iCIMS.

Timekeeping and Payroll:

Collect daily ‘paper time sheets’ from each General Foreman; resolve time reporting issues; send scanned paper timesheets to Project Control Analyst every Tuesday for electronic retention.

Provide JO #s to employees as needed in conjunction with Project Control Analyst.

Serve as the primary POC for payroll and benefit issues coordinating with Payroll and HR as necessary.

Support PM by distributing work authorizations from Project Control Analyst for overhead accounts.

Manage time sheet changes/corrections: ensure all paper time sheets that are changed/corrected are signed and dated by employee and filed for retention and audit. The site retains the paper copy.

Scan any timesheet corrections to Project Control Analyst when corrections are made (don’t have to wait until Tuesday).

Receive and distribute payroll weekly; Verify Certified payrolls provided by Payroll Dept weekly.

File Management:

Establish and maintain any local files needed for non-project vendors, copier maintenance, vehicles, suppliers, and otheradministrative needs.

Audit vehicle maintenance files.

Audit Government furnished property files and provide quarterly audits.

Maintain necessary personnel files.

Organize and maintain the non-project files in SharePoint site; create and implement the file structure.

Office Equipment:

AID Cell Phones:

Issue and closeout; track passcodes

Copier: manage repairs

AID Laptops/Monitors: manage Akima office equipment; maintain inventory; request replacements, etc.

Support LLNL equipment Service Requests (phones, desktops, software licensing, employee setup, etc.)

Office Supplies and Maintenance:

Maintain inventory.

Order supplies within budgeted amount.

Keep up coffee and tea supplies; keep coffee area clean.

Call and request facility fixes (sink leak, lights not working etc.) through EAM.

Work closely with FPOC for facility-related issues (all Tesa locks, Lab-scheduled work on bldg., rodents/insects, etc.).

Hold the office PCard; reconcile timely and be familiar with company policy for PCard use.

Prepare Superintendent PCard reconciliation as needed.

Badging and Security:

Serve as single POC for annual badge renewals and new employee badging and dosimeters.

Collect badge from departing employees.

Coordinate clearance requests with FSO.

Vehicle Management:

Manage vehicle keys and maintain key control.

Locked Trucks – initiate call for support from AID Material Handler. Misc. Administrative

Keep the PM up to date on all activities and issues within your area of responsibility.

Support Word, PowerPoint, Excel, and scanning activities as needed.

Maintain vacation calendar and Leave Requests.

Copy and distribute documents as needed to the staff.

Keep updated copies of labor posters on bulletin boards; maintain non-HSE bulletin boards.

FedEx and mail items as needed; track and prepare for mailing; pickup mail daily and distribute.

Perform other duties as assigned.

Serve as backup to the Procurement Specialist

Qualifications

Must be detail-oriented and able to multi-task, having strong communication skills and exceptional organizational skills.

Good interpersonal skills to interact with client and corporate counterparts.

Proficient in using Microsoft Office suite of products.

High School diploma required with minimum of 5 years office work experience.

General knowledge of IT systems and communications tools.

Must have an active driver’s license, be a US citizen, and pass a background check.

Able to communicate clearly and concisely via email and keep up with steady email exchange with Corporate, the onsite team, and the clients on a daily basis.

Proficiency in English.

Preferred Qualifications:

Experience working with construction operations is a plus.

Familiarity with Cost Point and Deltek a plus.

Minor lifting, ability to climb stairs and 6-foot ladder may be required.

College degree preferred.

Minimum of 10 years of work experience to include minimum of 5 years supporting management teams and/or administrative tasks

Strong experience in MS Office applications

Ability to assimilate work requirements and develop and communicate procedures.

Ability to obtain a security clearance desirable.

We are an equal opportunity employer and comply with all applicable federal, state, and local fair employment practices laws. All applicants will receive consideration for employment, without regard to race, color, religion, creed, national origin, gender or gender-identity, age, marital status, sexual orientation, veteran status, disability, pregnancy or parental status, or any other basis prohibited by law. If you are an individual with a disability, or have known limitations related to pregnancy, childbirth, or related medical conditions, and would like to request a reasonable accommodation for any part of the employment process, please contact us at job-assist@akima.com or 571-353-7053 (information about job applications status is not available at this contact information).

Job: Business Administration

Travel: Yes, 25% of the time

Organization: AID - Akima Intra-Data

Clearance: Not Applicable

Work Type: Hybrid

Remote: No

ReqID: 2024-13123