Experience and Skills:
Roles and Responsibilities:
1. Project Administration
* Document Control: Organize and maintain project files,
including contracts, change orders, and meeting minutes.
* Contract and Subcontract Management: Assist in preparing,
distributing, and tracking contracts and purchase orders.
* Permit Coordination: Help secure and track necessary permits,
licenses, and registrations required for the project.
* Construction Submittals:
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Receive submittals from subcontractors and suppliers, ensuring
all required documentation is complete.
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Distribute submittals to the appropriate design professionals
or internal stakeholders for review and approval.
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Track submittal status, maintain an accurate log of
submittals, and follow up to ensure timely responses.
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Organize and archive approved submittals and related documents
for easy reference.
2. Scheduling and Coordination
* Project Calendar: Maintain and update the master project
schedule or calendar, alerting the team to upcoming deadlines and milestones.
* Meeting Coordination: Schedule project meetings, prepare
agendas, take minutes, and follow up on action items.
* Resource Allocation: Support account managers in coordinating
labor, materials, and equipment needs with vendors and subcontractors.
3. Communication and Reporting
* Team Communication: Serve as a central point of contact for
the project team, relaying information and updates as needed.
* Client Interaction: Help respond to client inquiries and
requests, escalating issues to senior management or the account
manager as appropriate.
* Progress Reporting: Assist in compiling and distributing
regular project status reports, summarizing updates,
accomplishments, and concerns.
4. Budget and Cost Tracking
* Invoice Preparation:
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Work with account managers and accounting teams to gather all
necessary documentation (timesheets, purchase orders,
subcontractor invoices, etc.).
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Prepare draft invoices for clients, ensuring accuracy in
billing rates, quantities, and costs.
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Coordinate invoice approvals and submit final invoices within
agreed-upon timeline.
* Invoice Processing: Collect and verify invoices from suppliers
and subcontractors, ensuring accuracy before forwarding to accounting.
* Expense Monitoring: Track and record project expenditures,
flagging any discrepancies or potential overruns to project leadership.
* Change Order Documentation: Help prepare and process change
orders, ensuring accurate cost and schedule implications are captured.
5. WIP and Backlog Management
* WIP Spreadsheet Preparation
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Gather financial data such as costs incurred, projected costs,
and revenue to date from accounting and project management teams.
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Prepare and regularly update the Work-In-Progress (WIP)
spreadsheet to reflect ongoing project status, percent complete,
and forecasted costs.
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Ensure all formulas and calculations are accurate, providing
clear visibility into project health.
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Present WIP reports to project managers, finance, or senior
leadership for decision-making and financial planning.
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Keep historical records of WIP spreadsheets for auditing and analysis.
* Backlog Spreadsheet Updating
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Maintain and update the backlog spreadsheet to show upcoming
and secured projects along with their start dates, projected
revenues, and allocated resources.
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Coordinate with account management team to track newly awarded
projects and add them to the backlog.
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Communicate backlog changes to project managers, finance, and
other stakeholders to support resource planning and financial forecasting.
6. Quality Assurance and Compliance
* Documentation Support: Aid the account manager and project
management team in maintaining records of inspections, testing, and
compliance reports.
* Standards and Regulations: Ensure that all documents and
project records meet industry standards and regulatory requirements.
* Site Coordination: Coordinate with on-site personnel to ensure
that quality procedures and safety protocols are consistently followed.
7. Risk and Issue Management
* Early Warning: Track project risks or issues, escalating
concerns to project management for timely resolution.
* Problem-Solving: Proactively identify coordination or
logistical challenges and propose solutions to keep projects on track.
* Contingency Planning: Maintain backup plans or alternative
approaches for materials, scheduling, or resource allocation.
8. Collaboration and Stakeholder Management
* Internal Coordination: Work closely with estimators, account
managers, field teams, and other departments (e.g., HR, finance) to
streamline project workflows.
* External Relationships: Coordinate with vendors, suppliers,
and subcontractors for timely deliveries and clear communication.
* Status Updates: Prepare regular updates for stakeholders,
including senior management and clients, on project milestones and outcomes.
9. Project Closeout
* Documentation Finalization: Collect and organize final project
documents, such as as-built drawings, warranties, and operation manuals.
* Lessons Learned: Participate in project debriefs to capture
best practices and improvement opportunities for future projects.
* Closeout Reports: Help compile final project reports and
archive necessary documentation for reference.
An employee in this position may be requested to do any or all
the foregoing essential functions. These examples do not include all
the duties which the employee may be expected to perform.
To perform this job successfully, an individual must be able to
perform each essential function satisfactorily.
The Project Engineer I and II will possess at a minimum the
following attributes:
* Meets all of the Company’s core values
* Strong work ethic and ability to self-start
* Organizational Skills: Capable of managing multiple tasks and
priorities in a fast-paced environment.
* Communication: Clear and effective verbal and written
communication with internal teams, clients, and subcontractors.
* Detail-Oriented: Accuracy in updating schedules, tracking
expenditures, and maintaining project records.
* Multitasking: Ability to handle various administrative duties
simultaneously while delivering consistent, quality work-product.
* Technical Knowledge: Familiarity with construction
terminology, processes, and software/tools (e.g., MS Project,
Procore, or similar).
* Problem-Solving: Proactive in identifying potential issues and
finding practical solutions.
Physical Demands and Work Environment:
The physical demands and work environment characteristics
described here are representative of those an employee encounters
while performing the essential functions of the job. Reasonable
accommodations may be made to enable individuals with disabilities
to perform the essential functions.
* Ability to sit for prolonged periods of time.
* Ability to work at a computer for prolonged periods of time.
* Ability to work under pressure and meet deadlines.
* Ability to travel to various office locations, meetings,
training and/or conferences as needed or required by employer.
* Ability to communicate via telephone, email, video or in
person. Ability to present to small groups.
DISCLAIMER: All the above duties and responsibilities are
essential job functions subject to reasonable accommodation and
change. All job requirements listed indicate the minimum level of
knowledge, skills, and/or ability deemed necessary to perform the
job proficiently. You may be required to perform other or different
job-related duties as requested by your supervisor, subject to
reasonable accommodation. This document does not create an
employment contract, implied or otherwise. Employment with the
Company is 'at-will.' The Company is an Equal Opportunity Employer.
