Regional Coordinator

Summary: The Regional Coordinator is an integral member of the project team structure, operating at the regional level, performing a range of regional management tasks which include creating and maintaining multiple systems for tracking projects and associated deliverables. Coordinate inter-team tasks, arranging labor share as required between teams and between regions.  Collaboration with the Regional Director on meeting utilization and revenue targets.  The Regional Coordinator works closely with the team leaders and interfaces with many different technical and administrative team members organizing the necessary components to initiate, run and conclude major projects. 

Responsibilities include:

•    Collaborate with Regional Directors to develop and provide updates on current and forecasted projects.

•    Work with other Regional Coordinators, Team Coordinators and Team Leaders to improve processes associated with standard processes for project management.

•    Maintain project directories and schedules.

•    Track project hours, expenses and review monthly invoices prior to submission to client.

•    Follow-ups with project managers/client/Accounting Department on outstanding receivables.

•    Review and proof-read project related documents for proper formatting prior to client delivery.

•    Coordinate project deliverables in accordance with project phases and lead the migration of effort to new project phases.

•    Maintain team schedules to drive utilization to targeted levels.

•    Coordinate and administer internal Project Kick-off meetings for new projects with the Team/Project Leader.

•    Review and maintain projects in the company project management software program

•    Manage incoming project-related documentation (drawings, submittals, bulletins, addendums, ASI’s, RFI’s and other documents).  Ensure project files are complete and accessible to the project team.

•    Set up and track internal commissioning software, verify project documents are correctly uploaded. Review project data from the software base and verify accuracy against accounting records. 

•    Maintain and distribute assigned team, team lead, and regional director meeting minutes.

•    Track and maintain term contract budgets, rates and scope.

•    Communicate with clients to identify and define project requirements, scope and objectives.

•    Plan and manage team goals throughout the region, project schedule and new information.

•    Direct project correspondence by preparing memos, meeting minutes and emails.

•    Coordinate follow up items and project deadlines.

•    Gate Keeper of all relevant project documentation and reports.

•    Review projects post completion, documenting lessons learned and best practices to improve efficiency.

•    Assist with the Project Closeout Process, organizing and collecting final project documents, including verification that the final invoice has been paid.  

•    Schedule Meeting across multiple platforms such as Teams, Webex and Zoom.

•    Any special projects as needed. 

Qualifications

•    Bachelor degree or equivalent experience preferred but not required. One (1) to three (3) years in a general business environment with project administration/coordination experience

•    Construction or Engineering experience preferred, but not required.

•    Excellent organization, multi-tasking and time management skills.

•    Extensive experience managing multiple high-quality deliverables based on tight project schedules.

•    Strong client/project focus.

•    Ability to lead and manage a project/team coordination group desired.

•    Ability to train, mentor and grow the project coordination team as the firm expands into new geographic regions as well as organic growth.

•    Ability to think and communicate strategically.

•    Flexibility to work with a variety of team members and dynamic project demands.

•    Ability to travel locally or regionally.

•    Strong analytical and problem-solving skills.

•    Excellent verbal and written communication skills.

•    Have the ability to work independently as well as collaboratively with peers.

•    Computer literate and a working knowledge of Microsoft Office. (Excel, Word, PowerPoint, Outlook and Project.