Project/Billing Coordinator - Midlothian

About the Role

The Project Coordinator provides routine administrative support to internal and external project management team members. This role collects, processes, inputs, organizes and files data and documentation from various sources and stakeholders to support the administrative, documentation, data, reporting, compliance and communications needs of projects. The position follows directions and refers all exceptions to a supervisor, offering a career path toward Senior Project Coordinator. • Utilize the responsibility matrix (WorkSmart) to align with ongoing business process improvement efforts and support the full project lifecycle. • Collect, process, input, organize and file data and documentation from various sources and stakeholders as requested by the project management team in accordance with established business processes. • Process information within specific timeframes to maintain efficiency and timeliness. • Provide timely and effective communication to internal and external stakeholders. • Support project management during the bidding process, creating bid invitations, preparing specifications documents, addressing regulatory and compliance requirements, and tracking bid communications. • Support project management during the award process by issuing and/or preparing bond memos, setting up, issuing, and fully executing subcontracts, and providing system access to dashboards. • Organize information into standard formats and reports in various systems (project dashboard, CMiC, electronic signature tools, etc.) and maintain documents per established file structure. • Coordinate submission of project documentation per project requirements, prepare routine correspondence (letters, emails, meeting notes, proposals), and review outgoing materials for conformance with best practice standards and formats. • Create and distribute potential change items (PCIs) and requests for information (RFIs), following up as needed to include pricing efforts and distribution of change orders. • Support project management with deliverables by managing information on the project dashboard and electronically processing documents such as submittals, pay applications, bills of sale, compliance documentation, RFIs and change documents. • Track, monitor, and collaborate with internal stakeholders to ensure required documentation (badging, certified payroll, diversity reporting, insurance certificates, bonds, lien waivers, affidavits, etc.) meets compliance requirements before releasing payments to subcontractors. • Receive and direct incoming telephone calls and visitors and provide additional administrative support to other functions as needed to meet business and staffing needs. • Share subject‑matter expertise to support teamwork and deliver results. • Utilize discretion and integrity when handling highly confidential and sensitive information. • Demonstrate commitment to the highest standards of customer satisfaction by displaying courtesy, sensitivity and responding promptly to customer needs. • Manage difficult or emotional customer situations promptly and efficiently. • Meet client commitments, recognize and act upon service opportunities. • Solicit and apply feedback to improve quality and service. • Support various administrative needs for the project team, such as arranging travel and managing expense reporting.

Key Responsibilities

• ▸dashboard management
• ▸document control
• ▸bid coordination
• ▸submittal processing
• ▸compliance tracking
• ▸stakeholder communication

What You Bring

The role operates in a normal office environment but may require exposure to extreme temperatures, occasional travel, and the ability to lift up to 10 pounds. Work hours can be non‑traditional to meet project needs, and frequent activities include sitting and viewing a computer screen, with occasional standing, walking, bending, climbing, reaching above shoulder, pushing and pulling.

Requirements

• ▸travel
• ▸lifting
• ▸extreme temps
• ▸flexible hours
• ▸physical demands

Benefits

JE Dunn offers a professional non‑union benefits package and is an equal‑opportunity/affirmative‑action employer committed to diversity and inclusion. The company provides reasonable accommodations for qualified individuals with disabilities, maintains a drug‑free workplace, and adheres to inclusive hiring practices.

Work Environment

Office Full-Time