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 Coordinator plays a crucial role in facilitating the successful execution of projects within the organization. This position is dedicated to supporting the Project Manager (PM) throughout the various phases of project development, from initial planning through to successful completion. The Project Coordinator will engage in a variety of tasks that ensure the project runs smoothly and meets its objectives. Responsibilities include material allocation, personnel scheduling, customer service, electronic filing, managing communications, and meeting with showroom visitors or handling remnant appointments as required. This role necessitates a proactive approach, as well as effective communication and organizational skills to maintain project timelines and quality standards.
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ESSENTIAL DUTIES & RESPONSIBILITIES
Assistance to Project Manager: Collaborate closely with the Project Manager to provide necessary support in areas such as data entry, scheduling appointments, making phone calls, sending emails, and maintaining correspondence with vendors and clients. This support is vital for ensuring that all project-related tasks are completed efficiently and on time.
Organizational Skills: Organize and maintain both physical and electronic filing systems to ensure documents are easily accessible. The ability to implement efficient filing practices will enhance overall project management and facilitate quick retrieval of information.
Utilization of Moraware Software: Proficiently utilize Moraware software to effectively schedule projects and upload critical documents into a web-based system, ensuring centralized access for team members. Familiarity with this software is essential for tracking project progress and managing resources effectively.
Communication Management: Field phone calls and respond to email correspondence in a timely and knowledgeable manner. Clear and effective communication is key to maintaining strong relationships with clients, subcontractors, and vendors.
Appointment Confirmation: Confirm appointments with homeowners, contractors, superintendents, or other responsible representatives. This includes ensuring that all parties are informed and prepared for upcoming meetings or site visits.
Follow-Up Coordination: Conduct follow-ups with subcontractors, vendors, owners, and site superintendents regarding general inquiries and urgent matters. This ensures that all stakeholders are aligned and any issues are addressed promptly.
Punch List and Customer Service Coordination: Coordinate all punch list items and customer service requests from owners to service technicians to ensure timely and accurate completion. This includes enforcing warranty limitations and ensuring service quality meets company standards.
Health & Safety Compliance: Be familiar with and adhere to the company’s health and safety policies and procedures. This knowledge is critical to maintaining a safe work environment for all employees and stakeholders involved in the project.
Effective Time Management: Demonstrate effective time management skills and the ability to prioritize tasks appropriately. This is crucial in a fast-paced project environment where multiple tasks may occur simultaneously.
Additional Duties: Perform other related duties as assigned by the supervisor. This may include participating in team meetings, contributing to process improvement discussions, or assisting with special projects as needed.
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SUPERVISORY RESPONSIBILITIES
None
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QUALIFICATIONS
To perform this job successfully, an individual must be able to satisfactorily perform each essential duty. The requirements listed below represent the knowledge, skill, and/or ability required:
Communication Skills: Excellent verbal and written communication skills are essential for building relationships and ensuring clarity in all interactions.
Multi-tasking Ability: Capability to handle multiple tasks simultaneously and effectively prioritize responsibilities to meet project deadlines.
Self-Motivation: Ability to function with minimal supervision, demonstrating initiative in problem-solving and task management.
Driving Requirements: Must possess a valid California driver’s license and maintain a clean driving record, as travel to project sites or client meetings may be necessary.
Interpersonal Skills: Ability to exercise good judgment and act with poise and tact in the face of challenging situations and/or difficult individuals. Building rapport with clients and team members is vital for project success.
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COMPUTER SKILLS
• Proficiency in Microsoft Office Suite, including Outlook, Excel, and Word.
• Familiarity with Moraware software for project management and scheduling.
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EDUCATION
A minimum of two years of administrative experience in an office environment is required. Additional experience in project management or a related field is preferred.
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PHYSICAL DEMANDS
• Ability to talk, stand, walk, write, and reach with hands and arms.
• Consistent use of computer equipment is required, including the ability to sit for extended periods.
• Ability to distinguish colors for tasks related to project materials and design elements.
• Capability to lift up to 25 lbs, which may be necessary for handling project materials or office supplies.
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