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Project Coordinator

Department: Operations
Location: Wichita, KS

JOB DESCRIPTION

POSITION: Project Coordinator
DEPARTMENT: Operations
CLASSIFICATION: Exempt

I. Summary:

General Responsibilities:

The Project Manager is responsible for tracking the status of numerous large/complex projects simultaneously, which may include coordination with the Sales department and BCS departments.

  • Reports to: Director of Operations
  • Receives input from: Sales and Operations Departments
  • Direct reports: Project Administrator

Direction:

  • Minimal supervision.
  • Coordinates the work of outside contractors and factories. Responsible for internal coordination and current status of existing projects.
  • Manages the coordination of work with Controls, Service, and the HVAC department for a smooth and seamless project delivery.

II. Major Responsibilities:

50%† †Plans, organizes, directs and controls all cost of, installation, and subcontracting activities on large and/or complex projects.

  • Understands external customer expectations.
  • Tracks project results and delivers on project commitments according to budget, schedule and scope.
  • Oversees the management scheduling of equipment delivery to ensure adequate materials, labor and other resources are available as needed.
  • Manages project performance according to the estimate.
  • Prepares and implements project installation plans and procedures.
  • Manages the scheduling of equipment delivery to ensure adequate materials, labor and other resources are available as needed.
  • Responds to any conflicts or missing information and promptly pursues clarification and instruction from the AE.
  • Coordinates change orders for work outside of project scope and hands off to engineering or supervisor for pricing to AE.
  • Maintains proper job records for both internal and external use.
  • Consistently communicates job progress with the HVAC division, customers and other BCS departments.
  • Serves as central point of contact for HVAC specific projects between the sales engineer, controls engineer/programmer, service MSD, outside contractors and installation team.
  • Maintains construction schedule, including modifications, and coordinates task scheduling with other trades.
  • Ensures timely coordination of startup labor with MSD.
  • Conducts project close out to include handoff of project to service department and updating contract information.
  • Maintains and strengthens relationships with associated vendors.
  • Creates Purchasing Orders and send to appropriate BCS staff.

20%† †Monitors job status and controls job costs.

  • Maintains two-week startup look ahead and turns into Service Manager two weeks prior to service or service date.
  • Use information to determine labor and material requirements on a monthly basis.
  • Monitors financial, contract management and other management reports and tools to define project problems and remedy same; all to assure project profitability.
  • Verifies order delivery and billing accuracy.
  • Coordinates completion of all month and year end accounting reports.
  • Coordinates billing with Accounting.

20%† †Ensures quality assurance program to continuously improve customer satisfaction.

  • Routinely visits job sites to ensure quality installation.
  • Completes piping inspections
  • Maintains regular communication with the contractor to ensure customer satisfaction on projects via bi-weekly equipment status report, phone calls and feedback.
  • Regularly attends customer and networking events.
  • Actively works to strengthen relationships and promote BCS.

10%† †Handles warranty work issues and concerns.

  • Researches the validity of warranty requests.
  • Executes warranties with service, parts, accounting and manufacturing.

III. QUALIFICATION:

Education

  • Bachelorís degree in Engineering, Engineering Technology, Construction Management or related field, preferred.

Skills and Experience

  • Minimum two years of experience in construction management or related field, preferred.
  • Knowledge of engineering fundamentals and HVAC concepts and operations.
  • Good subcontracting skills required.
  • An understanding of job cost reports and the ability to apply these to cost containment in handling of large projects.
  • Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
  • Excellent oral and written communication skills.
  • Mathematical abilities to add, subtract, multiply and divide all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and create and interpret graphs.
  • Ability to build rapport and strengthen relationships with new and existing customers.
  • Strong problem solving ability.
  • Ability to evaluate urgency of situation and prioritize tasks.
  • Organized with an attention to detail.

Certificates, Licenses, Registrations

  • Valid driver license

Other Requirements

  • Requires occasional evening or weekend work
  • Requires travel to and from job sites, some may be out of town
  • Requires occasional overnight stays

Training and development:

  • Studies literature and attends seminars to keep current on products, processes and materials.

Physical Requirements

Requires standing, walking, bending, squatting or twisting on a regular basis. May require the ability to climb, balance, stoop, kneel, crouch, crawl or reach with hands and arms occasionally. Requires the ability to carry, lift, move or push up to 10 pounds on a regular basis and may be required to carry, lift, move or push 100 or more pounds on an occasional basis. Must be able to talk and listen to others. Frequently uses hands or fingers to handle of feel. Frequent use of manual dexterity and visualization of a computer screen through the day. Requires ability to see up close and distant, distinguish colors, peripheral vision, depth perception and the ability to adjust focus.

Work Environment

This position regularly works in an office setting and also occasionally visits job sites in all types of indoor and outdoor conditions including near moving mechanical parts, in high, precarious places, extreme heat, cold and humidity. Occasional exposure to toxic or caustic fumes or chemicals. Regular noise levels range from minimal to moderate, but may be very loud when visiting job sites.

Most of the job duties require the employee to be working with computers and electronic media on a regular basis.

To perform this job successfully, an individual must be able to complete all areas outlined for this position in a satisfactory manner. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The above statements are intended to describe the general nature and level of work being performed by most people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and requirements.

Equal Employment Opportunity
It is the policy of Building Controls and Services, Inc. (BCS) to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law. This policy relates to all phases of employment, including, but not limited to, recruiting, employment, placement, promotion, transfer, demotion, reduction of workforce and termination, rates of pay or other forms of compensation, selection for training, the use of all facilities, and participation in all company-sponsored employee activities. Provisions in applicable laws providing for bona fide occupational qualifications, business necessity or age limitations will be adhered to by the company where appropriate.

Affirmative Action
As part of the company's equal employment opportunity policy, Building Controls and Services, Inc. (BCS) will also take affirmative action as called for by applicable laws and Executive Orders to ensure that minority group individuals, females, disabled veterans, recently separated veterans, other protected veterans, Armed Forces service medal veterans, and qualified disabled persons are introduced into our workforce and considered for promotional opportunities.

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