We are a premier stone company based in North County looking for an upbeat and ambitious Project Coordinator to join our industrious team. Established in 1986, American Marble is a family owned and operated company that specializes in fabrication and installation of all natural stones, including semi-precious stone, quartz, and acrylic. We are seeking an organized person with a go-getter attitude who is eager to learn our exciting trade.
The Project Manager plays a critical role in ensuring the successful execution of countertop projects from inception to completion. This individual will be responsible for coordinating with various departments within the company, including sales, fabrication, installation, and customer service, to ensure all project activities are executed smoothly and efficiently. The role requires a high level of organization, attention to detail, and the ability to manage multiple tasks simultaneously. The Project Manager will also serve as the primary point of contact for clients and stakeholders, fostering strong relationships while ensuring the highest level of customer satisfaction.
ESSENTIAL DUTIES & RESPONSIBILITIES
Project Management: Oversee all aspects of countertop projects, from initial estimation through to final delivery and installation. Maintain a comprehensive understanding of project timelines, budgets, and resource allocation to ensure projects are completed on time and within budget constraints.
Administrative Tasks: Organize and maintain electronic filing systems to ensure that all project documentation is easily accessible and up-to-date. This includes contracts, change orders, RFIs, and other critical documents.
Software Utilization: Leverage Moraware software to effectively schedule projects, track progress, and upload essential documents for team access. Ensure that all team members are trained in using the software for optimal efficiency.
Client Communication: Field phone calls and respond to email correspondence in a
timely and knowledgeable manner. Maintain open lines of communication with clients to address any concerns or inquiries throughout the project lifecycle.
Contract Preparation: Prepare and modify contracts, change orders, RFIs, and submittals for architects, owners, or general contractors. Ensure all contractual obligations are clearly defined and communicated to relevant parties.
Project Forecasting: Accurately forecast project needs and assign tasks to freight, fabrication, installation, and customer service departments. Monitor progress and make adjustments as necessary to keep projects on track.
Vendor Negotiation: Negotiate with vendors and purchasing agents to secure cost- effective material pricing, thereby enhancing project profitability. Develop strong relationships with suppliers to ensure reliability and quality.
Resource Management: Purchase materials and allocate resources efficiently to complete assigned projects within specified time constraints. Ensure that all necessary materials are available on-site when needed.
Appointment Confirmation: Confirm all appointments with homeowners, contractors, superintendents, or other responsible representatives to maintain clear expectations and minimize delays.
Quality Assurance: Compare final shop drawings to what was quoted to ensure accuracy. Create change orders when discrepancies arise to prevent misunderstandings and ensure all parties are aligned.
Progress Tracking: Manage a progress matrix that tracks the measure and installation of parts for ongoing jobs. This facilitates ease of tracking, billing, and record-keeping, particularly for larger scope projects.
Follow-Up Coordination: Follow up with subcontractors, vendors, owners, and site superintendents on general and urgent matters, including potential site visits to ensure all parties are informed and issues are resolved promptly.
Customer Service Coordination: Coordinate all punch list and customer service items from the owner to the service technician for swift resolution. Enforce warranty limitations to protect company interests.
Billing Review: Review weekly billings for accuracy and manage aged receivables to ensure timely collections. Address discrepancies proactively to maintain healthy cash flow.
Sales Strategy Development: Identify potential sales opportunities and formulate strategies for closing deals on all possible projects. Collaborate with the sales team to leverage leads and enhance overall sales performance.
Health & Safety Compliance: Be familiar with company health and safety policies and procedures to ensure a safe working environment for all employees and contractors involved in projects.
Time Management: Exhibit effective time management skills and prioritize tasks effectively to meet project deadlines and company objectives.
Additional Duties: Perform other duties as assigned by the Senior Project Manager or upper management to support the overall success of the department and company.
SUPERVISORY RESPONSIBILITIES
None
QUALIFICATIONS
To perform this job successfully, an individual must have the following qualifications:
Communication Skills: Excellent verbal and written communication skills are essential for effective interaction with clients, vendors, and team members.
Multi-Tasking Ability: Strong ability to multi-task and prioritize various responsibilities within a fast-paced environment.
Self-Motivation: Ability to function with minimal supervision, demonstrating initiative and self-direction in completing tasks.
Driver’s License: Must possess a valid California driver’s license and maintain a clean driving record, as travel to job sites may be required.
Judgment and Tact: Ability to use good judgment and act with poise and tact in the face of challenging situations or difficult individuals.
COMPUTER SKILLS
Proficiency in Microsoft Outlook, Excel, and Word is required. Familiarity with Moraware software is strongly preferred for project management.
EDUCATION
A minimum of two years of Project Management or relevant administrative experience is required. A college education is preferred, and experience in the construction or countertop industry is a plus.
PHYSICAL DEMANDS
• The role requires the ability to talk, stand, walk, write, and reach with hands and arms.
• Consistent use of computer equipment is necessary for documentation and communication.
• Ability to distinguish colors is important for quality control in materials.
• Must be able to lift up to 25 lbs when necessary.