Project Coordinator

Supports the licensed General Manager on site with all project administrative, financial or operational tasks. The Project Coordinator provides exemplary service in a manner consistent with the values and mission of the Castle Group. He or she performs all project responsibilities, including gathering project objectives, equipment and resource requirements, information to specify and/or implement projects, preparing bid packages and/or project descriptions, obtaining and managing quotes, and all oher required project materials or artifacts, while demonstrating outstanding customer service skills representative of Castle Royal Service as it relates to this function. This includes working interdepartmentally, as well as with our internal and external customers. Under general supervision and in association with the General Manager, the Project Coordinator will manage all aspects of multiple projects in a prominent Club and Condominium Association.

ESSENTIAL RESPONSIBILITIES: (May include some of all of the following as applicable)

• Create, review and understand the scope of work of all projects
• Gather project objectives, equipment and resource requirements, and all related information to specify and/or implement projects
• Prepare bid packages, requests for proposals, requests for information, and/or any other project descriptions or requests
• Seek and evaluate professional qualifications of project vendors and/or related suppliers
• Obtain, evaluate and manage project proposals and quotes from multiple vendors and/or suppliers
• Review contracts for technical accuracy and business objective completeness
• Track action items for all projects, including daily follow up with internal and external resources, including engineers and contractors.
• Organize and distribute project documents.
• Prepare weekly updates & periodic progress reports for Board of Directors & Residents.
• Review change orders, payment applications and invoices for accuracy.
• Ensure insurance certificates meet requirements and are current.
• Update Project Expenses Schedule, Budget, and Cashflow Projection.
• Prepare and attend weekly progress meetings with contractors and engineers.
• Review and track contractors’ progress against baseline schedule.
• Maintain schedules and timesheets for payment tracking purposes.
• Coordinate vendor deliverables and invoice reconciliation.
• Track activity logs, safety logs, meeting agendas and minutes, and incident reports as required.
• Attend internal, vendor, committee and/or Board of Directors meetings.
• Assists General Manager and Association support manager with the day to day operations of The Club and Associations.
• May fill front desk shifts when needed.
• May provide training for new hires in corresponding department.
• Assists the General Manager with any special requests, i.e. administrative work, mailings, etc.
• Provides a monthly report to the General Manager with recommendations, as appropriate, to enhance community appearance, values and promote harmony among residents.
• Promptly investigates and makes a full written report of all accidents or claims for property damage and personal injury relating to the ownership and maintenance of the common elements and operation of the Association, including damage or destruction to common elements.
• Monitors compliance with Rules and Regulations and shall implement procedures for handling violations. Drafts and signs correspondence and required notices in connection with homeowners who are in violation of the Declaration and Rules and Regulations. Maintains accurate records to follow up on rule violations. Acts as liaison with counsel if legal action is required
• Ensures all safety precautions are followed while performing duties.
• May be assigned other duties by the on-site General Manager.

SKILLS, KNOWLEDGE & ABILITIES REQUIRED:

Education/Training/Certifications/Licenses:

Bachelor or associates degree with concentration in project management is required, or equivalent combination of education and experience.

Experience/Knowledge/Skills:

One (1) ro two (2) years of prior project coordination experience is required. Experience with building or community maintenance is strongly preferred. Strong customer service, communication and interpersonal skills required. Detailed oriented and able to multitask. Effective written and verbal communication skills. Demonstrates excellent customer service, communication and time management skills. Highly organized. Team player also able to work independently with limited supervision.

Computer literacy:

Extensive command of computer hardware/software is required; specifically, provem experience with Microsoft Project, mastery of Word, Excel and Outlook, plus exposure to Computer Aided Design, Power Point and Graphics Design Tools. Experience in maintaining a website and related tools is desired.

Language requirements:

Multiple language fluency is highly desirable.

Travel and availability requirements:

May be required to travel locally to visit vendors/suppliers for similar projects, or for training sessions off-site on an ad-hoc basis. Must be able to work extended hours and weekends based on project requirement. Must be able to respond to emergencies and callouts in a timely manner.

Physical Requirements:

Ability to lift up to 30 lbs.; work in an upright standing or sitting position for long periods of time, may fluctuate. May handle, finger, grasp and lift objects and packages. Reach with hands and arms, communicate, receive and exchange ideas and information. Ability to quickly and easily navigate the property/building as required to meet the job functions; complete all required forms.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Working Conditions:

The majority of work will be completed indoors in a temperature controlled environment with little to moderate noise levels. However, the day-to-day work will regularly require to walk/work outdoors to gather information, supervise activities, perform inspections, conduct tours, and/or attend to other property needs.

DISCLAIMER: This is not an all-inclusive job description. In addition, management has the right to change any portion of this job description at any time and for any reason. Further, your signature of this job description does not change the at-will nature of your employment.