Harrington Group, Inc. is seeking a Project Coordinator to join our team.

PROJECT COORDINATOR

 Reports to: Project Manager
Classification: Full-time, non-exempt
Location: Remote

SUMMARY

The Project Coordinator (“PC”) will work closely with the Project Manager (“PM”), providing essential project and administrative support. The primary responsibilities include monitoring client onboarding, opportunity/project setup in HGI systems, proposal development, project schedules, tracking deliverables, assisting with project documentation, invoice preparation, AR collections, etc. This role plays a vital part in ensuring the smooth execution of projects from inception to completion. This position requires a proactive individual with strong organizational skills and attention to detail. By providing essential administrative assistance, monitoring project progress, and facilitating communication between stakeholders, the PC contributes significantly to the successful delivery of projects within the organization.

RESPONSIBILITIES AND DUTIES

  • Embody HGI Core Values of Service, Honesty, Integrity, Competence, and Respect
  • Serve as assistant to PM
    • Make travel accommodations (e.g., book airfare, hotel, rental car) for the PM and team members
    • Schedule, help organize meetings
    • Handle expense reports for PM and their subordinates
    • Assist PM to ensure time sheets (for PM, their subordinates, and yourself) are submitted on time
    • Champion HGI Project Coordinator standards/best practices for PM and their subordinates
    • Assist PM with project correspondence (e.g., email), proper filing of emails (in accordance with HGI standards), download and e-file project documentation transmitted to HGI (in accordance with HGI standards)
    • Perform project-specific tasks, such as research on appropriate authorities having jurisdiction (“AHJ”; g., building, fire, and water authorities) for a given project, collecting their contact information, facilitating coordination meetings, etc.
  • Assist (PM and Accounting) with client onboarding (within HGI’s enterprise resource planning tool, Unanet [“UAE”])
  • Set up project folder structure (e.g., Outlook project public email folder, network drive project folder structure) when distinct project opportunities are identified by PM
  • Set up and maintain project records in UAE
    • Monitor PM’s Opportunities weekly and work with PM to move them through stages (i.e., Prospect, Proposal, Awarded, Cancelled, Lost)
    • Ensure accurate data entry within UAE throughout life cycle of project record (e.g., dates, address[es], contact[s], document upload, etc.)
    • Manage PM’s project records in UAE from inception (Opportunity) through active projects (Billable), billing, and closeout
  • Assist in finalizing and sending project proposals and requests for additional service
  • Review contracts (within set HGI standards) for accuracy, help identify issues
  • Monitor project schedules and internally track deliverables
    • Schedule, coordinate, and ensure engineer of record (“EOR”) duties are being fulfilled on PM’s projects
  • Assist PM and APM with invoice preparation
  • Assist PM in project closeout
    • Actively seek payment on invoices that are past
    • Attend and actively participate in weekly PC team meeting to review project schedules, deliverables and process improvements
    • Attend project meetings, as requested, and take notes of key points, action items, and next
    • Perform due diligence research of (Authorities having jurisdiction) AHJ contacts and researching AHJ contacts and due diligence

COMPETENCIES

  • Organization/ Time Management: Ability to effectively manage multiple tasks, prioritize workload, and meet deadlines
  • Attention to Detail: Thoroughness and accuracy in completing tasks, reviewing documents, and tracking project details to ensure quality and minimize errors
  • Communication: Strong verbal and written communication skills to interact effectively with team members, clients, and stakeholders, conveying information clearly and professionally without being overly verbose
  • Teamwork and Collaboration: Ability to work collaboratively with cross-functional teams, fostering a positive and cooperative work environment to achieve project targets and goals
  • Honesty/ Integrity: Maintains professional integrity, confidentiality, and personal ethical standards; does not cut corners; does what is right, not just what is expedient; lives up to verbal and written commitments, regardless of personal cost
  • Efficiency: Able to produce significant output with minimal wasted effort
  • Proactive: Acts without being told what to do
  • Client Service Oriented: Dedication to meeting or exceeding client expectations
  • Flexibility/ Adaptability: Adjusts quickly to changing priorities and conditions; copes effectively with complexity and change
  • Enthusiasm: Exhibits passion and excitement over work; has a can-do attitude
  • High Standards: Expects personal performance and team performance to be nothing short of the best

POSITION REQUIREMENTS

  • Education/ Experience:
  • High School diploma or GED certification or equivalent
  • One (1) to three (3) years in the A/E/C industry preferred

Certificates/ Licenses/ Registrations:

  • Valid U.S. driver’s license
  • U.S. Citizen or valid work vise

Special Position Requirements:

  • Travel may be required to attend conferences, trainings, and rarely meet clients; travel is typically twice annually, or less, to HGI’s Duluth, Georgia office
  • May be required to work as required to complete specific projects with tight deadlines
  • Most work can be completed in a regularly scheduled day

Reasoning Ability

  • Possess the ability to apply common sense understanding and critical thinking to carry out detailed written or verbal instructions
  • Requires application of basic mathematical and reasoning skills

English Language Skills:

  • Ability to proofread reports, business correspondence, and other documents with attention to proper grammar, spelling, and format
  • Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public

Work Environment/ Physical Demands:

  • Work generally requires the use of speech, sight, and hearing to communicate with clients and others
  • Work is generally conducted in an indoor office setting sitting at a desk with a computer
  • Frequently required to sit, talk, and/or hear
  • Occasionally lift and/or move up to 10 pounds

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

INTENT AND FUNCTION OF JOB DESCRIPTIONS

Job descriptions assist Harrington Group, Inc., in ensuring that the hiring process is fairly administered and that qualified employees are selected. They are also essential to an effective appraisal system and related promotion, transfer, layoff, and termination decisions.

All descriptions have been reviewed by Harrington Group, Inc., to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have not been included. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all-inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate.

In accordance with the Americans with Disabilities Act, requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.

Job descriptions are not intended as and do not create employment contracts. Harrington Group, Inc., maintains its status as an at-will employer. Employees can be terminated at any time and for any reason not prohibited by law.