Project Coordinator

POSITION OVERVIEW

APIC Solutions is seeking a detail-oriented and highly organized Project Coordinator to serve as the coordinator for our Oklahoma City Division. As Project Coordinator, you will support the full range of project and program management activities, taking ownership of job setup, contract administration, submittals, billing, and weekly financial reporting, critical functions that keep projects on track, customers satisfied, and the division’s financial records accurate and timely. You will work closely with division managers, accounting, and other APIC teams, making this an excellent opportunity for an experienced administrative professional who thrives as the dependable, systems-minded hub of a busy construction services division.

Employee Type: Full-Time

Location: Oklahoma City, OK (On-Site)

Travel: None

Compensation: $24.00–$27.00/Hourly

KEY CORE RESPONSIBILITIES

Job Setup & Contract Administration

• Open and set up all service jobs, PMAs, and work orders in Spectrum, including new customer setup, budgets using information provided by managers, and job, PMA, and work order folders
• Review all contracts and subcontracts for contract administration, communication, and documentation requirements
• Track change orders and prepare required reports for contract compliance, ensuring accuracy and timeliness
• Prepare and track bond requests

Project Documentation & Closeout

• Complete submittals for all projects, prime and sub, including electronic and manual submittals and the required copies of all materials used on jobs
• Submit required copies of material and equipment to primes or state agencies for approval, and track all submittal approvals and rejections
• Assemble project closeout documents such as O&Ms, shop drawings, and test reports
• Create reports for management as required, maintain project files and records, and implement a records management program for filing, protection, and retrieval of records

Billing, Costing & Financial Reporting

• Input all invoices, receipts, charges, and other costs into Spectrum, with ownership of data entry quality and verification
• Maintain WIP logs and coordinate with managers for completion
• Prepare project billings and create and send customer invoices using information provided by managers
• Prepare and submit purchase orders, invoices, and related forms; maintain the purchase order roster and invoice records
• Administer job costing and cost-to-complete meetings with managers and accounting, including budget data entry
• Resolve payment issues with customers

Monitoring Accounts

• Coordinate monitoring account setup and changes with customers and rapid response
• Track monitoring account status and create and send recurring invoices as required

Coordination & Customer Support

• Coordinate and schedule meetings between managers and other APIC teams, including meeting preparation and recording, and maintain Outlook calendars
• Assist in resolving customer complaints and answer customer questions regarding policies and procedures; conduct customer service surveys
• Represent the company at meetings and conferences
• Implement corporate and departmental policies, procedures, and service standards in conjunction with management
• Provide miscellaneous contract support and office oversight, and perform other related duties as assigned

WHAT SUCCESS LOOKS LIKE

• Jobs, PMAs, and work orders are opened promptly and accurately, with contracts, budgets, and folders set up correctly from day one
• Costs, invoices, and WIP logs stay current, with clean data entry that supports accurate weekly financial reporting
• Submittals and closeout documents are complete, on time, and tracked through approval
• Customer and recurring monitoring invoices go out on schedule, and payment issues are resolved quickly
• Managers, accounting, and customers rely on you as a professional, well-organized point of contact through clear communication and sound judgment

REQUIRED QUALIFICATIONS & EXPERIENCE

• High school diploma or GED equivalent
• Significant prior contract or administrative experience, performed at a responsible level of organization, coordination, and follow-through
• Computer proficiency, including the Microsoft Office Suite
• Demonstrated effective oral and written communication skills
• Ability to exercise good judgment, tact, and diplomacy in all customer dealings and negotiate win-win outcomes
• Skill in establishing and maintaining good working relationships with employees and customers
• Ability to work on-site in an office environment, sitting for prolonged periods at a workstation and occasionally lifting or moving standard office materials

PREFERRED QUALIFICATIONS

• Bachelor’s degree
• Experience in construction, fire protection, or billing and contract administration environments
• Familiarity with job costing, contract billing, or construction accounting software