Project Coordinator

Summary:

At Burns, the driving force behind our business growth is a skilled and dedicated project management team. We're searching for a qualified Project Coordinator to support our Rail & Transit Project Management team in the Pittsburgh Office. The ideal candidate will have strong communication skills, the ability to perform document control and quality tasks. The project coordinator will work closely with the Project Managers to ensure that all aspects of a project are organized and in conformance with timeline and delivery requirements of our clients. Additionally, the role requires supporting the Pittsburgh Office with reception and administrative functions in a limited capacity.

Responsibilities:

Document Control:

• Format, print and bind technical documents (e.g. specifications, technical reports)
• Core understanding of MS Office products (Word, Excel, SharePoint)
• Creating transmittal letters in contract required format
• File documents in physical and digital records
• Retrieve files as requested by employees and clients
• Prepare ad-hoc reports on projects as needed
• Manage the flow of documentation within RR&T
• Maintain confidentiality around sensitive information and terms of agreement

Project Coordination:

• Deal with incoming and outgoing documents, log, file, notify team of actions required during each stage and follow up with Burns team and subconsultants to make sure that we are on schedule with delivery of all submittal requirements.
• Maintain field office project files (paper and electronic) and scan paper documents as required for CM projects
• Prepare agendas and logs for weekly progress and coordination meetings and prepare meeting minutes, as needed
• Responsible for logging, tracking and distribution of submittals, RFIs, and other project related documents to internal project team
• Responsible for downloading/uploading project information into SharePoint, e-Builder, Pro-Core and other applicable software
• Provide training to project personnel regarding document control and record retention policies, procedures, and project management system use.
• Perform routine office tasks - scan, copy, fax, file, organize, order supplies, mail, e-mail and notarize, as needed (within RR&T department)
• Understand and follow client specific transmittal protocols. Responsible for client and internal documentation of quality audits. Base understanding of client specific contract program requirements. Understanding of preparing and reviewing design and construction schedules.
• Support development of progress reports for monthly invoices as needed.

Quality:

• Maintain Project Quality documentation of Records per Burns Quality standards (i.e. material certifications, inspection/test reports, review records, submittals, RFIs, change orders, schedule updates, letters/project correspondence, meeting minutes, COIs, certified payroll and other project closeout requirements.)
• Be proactive in managing delivery schedules for our design submissions, QA/QC requirements and critical path milestones during construction.
• Perform internal audits of project and quality documentation for completeness.
• Understanding of client/contract quality standards.

Office Administration:

• Manage the stock of office supplies (Tracking inventory, reordering, stocking).
• Manage office shipping and delivery needs.
• Coordination of office events (E.g., lunches, visitors, Burns sponsored activities).
• Alignment with Philadelphia (home office) administrative direction.

Qualifications:

• Five or more years of experience in project coordination.
• Experience in coordinating with teams and clients
• Strong written and verbal communication skills.