Job Title: Project CoordinatorJob Description We are seeking a highly organized and motivated Project Coordinator to join our team. The ideal candidate will have proven experience in construction project administration, strong organizational and communication skills, and the ability to multitask and meet tight deadlines. This role offers significant opportunities for career growth and leadership within our firm. Responsibilities + Maintain up-to-date client and subcontractor contact lists in construction management software (e.g., Buildertrend). + Onboard new subcontractors, including data entry and document management. + Set up new projects in project software, including importing cost budgets, contract values, and adding relevant contacts. + Provide training to staff on construction management software usage and troubleshoot user issues. + Facilitate and procure Subcontract Agreements, W-9 forms, current Certificates of Insurance, Site Safety Manuals, and Acknowledgment Forms. + Create and issue Request for Price (RFP) packages via project software. + Procure bids from subcontractors as selected by the Project Manager or other stakeholders. + Assist with building project budgets, including data entry of subcontractor proposal numbers and relevant notes, sourcing materials, and determining lead times. + Coordinate pre-bid meetings or site visits with subcontractors. + Input, track, and maintain records of RFIs and submittals in the project management system. + Follow up with relevant parties to ensure timely responses and compliance. + Prepare and process client contracts for approval and signature. + Provide clients with instructions and access to software for account management. + Collaborate with the Controller to generate cash flow plans if needed. + Work with Project Managers to ensure project schedules are created within 30 days of a signed agreement. + Manage client offboarding, including gathering warranty information for deliverables and developing spec books to clients at or around the time of the final invoice. + Verify the quantity of signed and sealed plans needed for permit submissions. + Request technical sheets from subcontractors as needed by the Project Manager or ownership. + Assemble and submit permit packages, including Certificates of Insurance, licenses, and tech cards, in compliance with township requirements. + Track and manage permit approval timelines to avoid project delays. + Generate and manage Purchase Orders, Subcontractor Change Orders, and Client Change Orders. + Ensure all orders are reviewed and approved before issuance and update changes in real-time. + Maintain office supplies inventory, including ordering and restocking as necessary. + Manage beverages and refreshments for staff and guests. + Oversee general office cleanliness and organization. + Coordinate with vendors for office equipment maintenance and repairs. + Handle scheduling and coordination of office-related activities. + Compile information for internal and external audits as required. + Develop and maintain a digital filing system for easy access and organization. + Conduct research on various topics to support construction operations. + Schedule project meetings and document detailed meeting minutes via AI tools or transcript summaries. + Assist with sourcing materials and managing lead times. + Develop workflows or templates to streamline recurring administrative tasks. Essential Skills + Proven experience in construction project administration or a related field. + Strong organizational and communication skills. + Ability to multitask and meet tight deadlines. + Detail-oriented with exceptional accuracy in documentation and reporting. + Experienced with basic tasks in Microsoft Office Suite (Excel and Word) and other relevant software. + Knowledge of construction phases, documentation, and terminology. + Proactive problem-solving skills and ability to build positive relationships with stakeholders. + 2-5 years of construction experience as an office admin/coordinator. + Experience with paperwork such as RFIs, Submittals, Change Orders, Data Entry, Document Control, and Administrative Support. Additional Skills & Qualifications + Bachelor's degree in construction management or a business-related field. + Experience with finance: understanding profit and loss, balance sheets, etc. Work Environment On-site work environment with hours from 8:00 AM to 5:00 PM. The role involves working in a mid-sized firm with significant opportunities for upward mobility and career growth. The work environment includes the use of construction management software and requires maintaining office supplies, cleanliness, and coordination of office-related activities. Pay and Benefits The pay range for this position is $33.65 - $43.26/hr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision• Critical Illness, Accident, and Hospital• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available• Life Insurance (Voluntary Life & AD&D for the employee and dependents)• Short and long-term disability• Health Spending Account (HSA)• Transportation benefits• Employee Assistance Program• Time Off/Leave (PTO, Vacation or Sick Leave) Workplace Type This is a fully onsite position in FRANKLIN LAKES,NJ. Application Deadline This position is anticipated to close on Feb 18, 2025. About Actalent Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. Diversity, Equity & Inclusion At Actalent, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through: + Hiring diverse talent + Maintaining an inclusive environment through persistent self-reflection + Building a culture of care, engagement, and recognition with clear outcomes + Ensuring growth opportunities for our people The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email actalentaccommodation@actalentservices.com (%20actalentaccommodation@actalentservices.com) for other accommodation options.