Project Coordinator

JOB SUMMARY: This position is responsible for assisting in the coordination and support for the Vice President of Real Estate, Design & Construction, Director of Equipment Purchasing and Planning, Project Manager(s), Construction Manager(s), Property Manager(s) and all design and construction vendors to implement the annual construction new store and remodel program.

Essential Duties And Responsibilities

• Oversee and coordinate daily inquiries from Northgate personnel and vendors.
• Organize and maintain all department files, including e-files, and libraries.
• Work with our legal team on the preparation of the AIA contracts and execution for store remodels and new store construction and architectural.
• Work closely with our Accounting team to set up new vendor accounts to include vendor agreements, insurance requirements, certificate of insurance, etc.
• Work closely with the Accounting team on all the invoice processing for architects, engineers, design groups, material, supply, service and construction draw requests.
• Manage invoice circulation and approval within department.
• Maintain constant communications with vendors on payments status.
• Validate contractor payment progress payments for conditional releases, unconditional releases and percentage billings to avoid any liens on the properties.
• Prepare purchase orders for equipment purchases.
• Assist in maintaining delivery logs and schedules for equipment and fixtures.
• Consolidate and file all lien releases for accuracy and compliance prior to distributing final payments to contractors.
• Process construction project close-out packages and verify packages submitted to Northgate include warranty information/certificates, as-built drawings, specifications and manuals for the equipment and/or work provided by the contractor in accordance with the contract.
• Aid in tracking and documenting project costs as well as assist in preparation for additional change requests to the project.
• Prepare CapEx forms for all construction projects to submit to the Sr. Management Team for approval.
• Assist in preparation of department budget and tracking expenditures.
• Support the Vice President and other department staff.
• Exemplify the desired culture, values and philosophies of the organization.
• Perform other work-related duties as assigned.
• Work effectively as a team member with other members of management and the human resources staff.
• General Administration duties supporting the Department including but not limited to: scheduling meetings and project events; recording meeting minutes; issuing minutes; issuing work and project schedules; department mail processing; etc.
  
  

Education/Experience/Skills

REQUIREMENTS AND CONDITIONS:

• Ability to make recommendation to effectively resolve problems or issues, by using judgment that is in consistent with standards, practices, policies, procedures, regulation or government law.
• Ability to manage and administer a broad range of tasks including resolving vendor issues, directing inquiries to the appropriate contact person, and following up on critical problems.
• Must be highly organized with the ability to organize and prioritize for execution of multiple complex tasks at the same time.
• Would prefer knowledge of the principles and practices of construction lien releases, draw requests, and funding.
• Ability to prepare written reports and correspondences to and for the Vice President as required.
• Ability to build and maintain positive relationships internally and externally.
• Excellent written and verbal communications skills.
• Knowledge of information technology, including hardware and software applications, used in the Design & Construction function including proficient use and knowledge of Excel and Word.
• Ability to exercise sound judgment and make decisions in a manner consistent with the essential job functions.
• Ability to maintain physical condition and stamina appropriate to the performance of assigned duties and responsibilities which may include sitting for extended periods of time, inspecting stores, operating assigned office equipment, and other duties as assigned.
  
  

Physical Demands and Conditions

Requirements

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Some requirements may be modified to accommodate individuals with disabilities:

• While performing the duties of this job, the employee is regularly required to sit; stand; and use the hands to handle, finger, or feel objects, tools or controls;
• The employee must frequently walk, talk or hear, and reach with the hands and arms; occasionally, the employee must crouch or kneel;
• The employee must occasionally exert or lift up to 10 pounds carrying boxes of records and forms and frequently exert or lift moderate amounts of weight;
• Successful performance requires specific vision abilities that include close vision and the ability to adjust focus.
• Transportation (the job requires the ability to travel/ Mileage Reimbursement will apply)
  
  

IMPORTANT DISCLAIMER NOTICE

The job duties, elements, responsibilities, skills, functions, experience, educational factors, and the requirements and conditions listed in this job description are representative only and not exhaustive of the tasks that an employee may be required to perform. The Employer reserves the right to revise this job description at any time and to require employees to perform other tasks as circumstances or conditions of its business or the work environment change.