Project Coordinator - Earthwork​/Utilities

Job Description

The Project Coordinator provides administrative support to the Earthwork & Utilities teams, including Vice Presidents, Project Managers, and Estimators. Areas of responsibility include project bids, contracts, submittals, billings, project closeout, and other paperwork as requested.

• Assists with maintaining upcoming bid schedule and plan retrieval.
• Picks-up or arranges for pick-up of plans and specifications when required.
• Tracks and obtains addendums issued during the bidding process.
• Orders bid bonds when required.
• Prepares bid forms and proposals for Estimators as necessary.
• Coordinates and schedules with the Bid Runner for bid delivery.
• Collects project background information needed by Estimators, as necessary.

• Processes incoming project contracts through proper channels of review.
• Orders insurance certificates and bonds, obtains proper signatures, and coordinates other requirements for contract completion.
• Prepares subcontracts and tracks/transmits subcontractor submittals, insurance certificates, and other required paperwork.
• Works with Project Managers and Estimators on daily project submittals and correspondence.
• Submits certified payroll for Veit and subcontractors.

• Prepares contract billings accurately and timely per project requirements.
• Tracks change order requests, approval status, and documentation for billing.
• Assists with approval process of subcontractor billings for Accounts Payable.
• Assists Project Manager in tracking status of client payment of invoices.

• Obtains/transmits required documentation for project closeout (e.g., final lien waivers, IC-134 forms, etc.).
• Prepares request for retainage release from client.
• Archive files for closed projects.

• Prepares, distributes, and files project correspondence, as well as setup of project files for office and field.
• Assists with out-of-town accommodations for field staff, as requested.
• Keeps supervisor informed of known actions, written or verbal, which may affect the ability to successfully perform assignments or adversely affect company operations.
• Other projects or duties as assigned by management.

• High School degree or general education degree (GED); five years of related experience and/or training; or equivalent combination of education and experience.
• Working knowledge of Microsoft Office Suite (Word, Excel, Outlook, Teams).
• Excellent oral and written communication skills.
• Ability to work with all levels of management, employees, external vendors, and other business associates.
• Ability to read, comprehend, and act on simple instructions, write simple correspondence, and work in an office team environment.

• Must be able to pass a pre-employment background check.
• Must be able to work 8-hour workdays, Monday through Friday, with occasional overtime.

The physical demands described are representative of those that must be met by any employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is regularly required to stand and/or sit in a stationary position for extended periods of time;

50%+, use hands to finger, handle or feel; and reach with hands and arms, use a computer in an office environment with natural and/or fluorescent lighting, navigate between office building floors, lift and/or move up to 20 lbs. unassisted.

The work environment characteristics described here are representative of those employees may encounter while performing the essential functions of this job. Employee frequently works alone and with others. Most often in a typical office environment. Employee is rarely exposed to minimal to moderate noise levels on job sites.

The base salary range may vary depending on geographic location, applicant skills, and prior relevant experience.

We offer our full-time employees a comprehensive benefits package that includes medical, dental, and vision plans, life insurance, disability coverage, retirement plans with matching contributions, and generous paid time off. Additionally, we provide profit sharing, tuition reimbursement, and an employee assistance program.

Veit is one of the country’s leading specialty contractors, with over 96 years of experience and the best people in the industry. We pride ourselves on our relentless pursuit to push the construction industry forward and deliver for our customers. Our modern fleet of iron, diverse expertise, and unmatched determination allow us to successfully tackle some of the largest and most complex projects across every sector while also living out our values every day.

Our company culture is one where everyone pitches in to get the job done, regardless of job title or seniority. We do…