Project Coordinator

538 Broadhollow Rd, Melville, NY 11747, USA ● Melville, NY, 290 Broad Hollow Road, Melville, New York, United States of America Req #2502

Monday, December 30, 2024

H2M architects + engineers, a multidiscipline architectural, engineering, and environmental consulting firm seeks a Project Coordinator in Melville, NY to work collaboratively with our team on specific short and long-term projects, contributing to the entire project lifecycle.

In this role, you will oversee tasks delegated to you by the Civil Engineering Discipline project managers you are supporting to ensure a successful project completion.
In addition, this position will also perform assignments delegated by the Civil Discipline Director for specific tasks and initiatives.
This position will coordinate with internal resources, including but not limited to support groups such as Finance, Marketing, and HR.
Successful candidates will be highly organized, adaptable, and able to prioritize tasks while working independently.

Job Responsibilities

• Work independently and collaboratively with discipline/department and project managers and team to maximize productivity on all Civil Engineering projects.
• Collaborate with the whole project team to contribute to the entire project duration.
• Assist PMs with proposals including proposal setup, coordinate proposals with various disciplines, ensure scope of work and fees are provided on schedule, finalize and issue proposal letters, prepare supporting contract documents, and review insurance documents from subconsultants.
• Receive and process Requests for Information (RFI) from contractors, project team members, and/or clients and maintain the requests via appropriate tracking logs.
• Assist and coordinate efforts with Civil Discipline project team members with the development and maintenance of documents such as meeting minutes, drawings, specifications, approvals, and related items.
• Organize and monitor schedules to ensure internal deadlines are met, following up as needed and using discretion to meet client expectations and deadlines.
• Coordinate efforts within the team and with outside consultants; keep the team posted by reporting updates verbally and in writing to management and clients.
• Assist with monitoring budget and backlog by working with disciplines/departments.
• Work with internal support groups on behalf of the Civil team:
  
• Finance:
  Collaborate with project accountants and project managers to monitor project financial performance, Work in Progress (WIP), and Accounts Receivable (AR) and related information from BST to assist with overall Civil project financial management.
• Marketing:
  Establish a relationship with the marketing team to oversee marketing efforts related to proposal coordination, resume development with staff, and follow-up within deadline timeframe.
  Work with marketing to assist in Civil social media campaign for the discipline.
• Human Resources:
  Coordinate with HR on intern scheduling and related new hire information.
• IT:
  Work with the IT team to ensure new hire setup is complete and follow-up with problems regarding software/hardware issues, etc.
• Serve as a mentor and resource to junior staff on company standards, templates, policies, and procedures; introduce staff to team members and answer any questions; ensure that new hires have appropriate office supplies and desk setup.
• Assist staff on all projects with varying degrees of complexity and provide support on some administrative tasks as needed (i.e., format and edit correspondence; draft memos, proposal preparation, take and/or format meeting minutes, assist with compiling, delivering/performing project submissions, reports, spreadsheets, newsletters/brochures, following up on monthly invoices, prepare transmittals, presentations, bid tabs, and adhering to company standards on specifications, etc.)
• In collaboration with the Civil team, prepare PowerPoint presentations for Civil monthly discipline meetings and annual business plan.
• Schedule and coordinate meetings, calendar invites, and organize lunch and learn food orders.
• Answer/respond to calls for Civil teams and screen/direct contractor and client calls using discretion and follow-up by taking concise messages to ensure clients are serviced in the most efficient and professional manner.
• Assist in coordinating meetings with Civil guests and manage sign-in/out procedures.
• Visit municipalities, agencies, and clients to drop off/pick up plan submissions, applications, or project-related documents when needed.

Education and Qualifications

• Associate or Bachelor's degree in a relevant field preferred.
  Certifications that exemplify a desire for continued education preferred (certified project manager desirable).
• Minimum 2-4 years demonstrated project-related work experience, preferably in the A&E industry.
• Demonstrate commitment to clients' needs and confidentiality.
• Outstanding organizational skills and ability to prioritize deadlines, multitask, and resolve problems.
• Excellent oral and written communication skills.
• Strong computer skills, including experience with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, etc.).
• Collaborative working style and team-player attitude and commitment to team's success.
• Able to work independently with minimal supervision, using independent judgment to get things completed within deadline.
• Highly motivated with a strong work ethic and a positive and encouraging attitude.
• Must be a team player - reliable and committed to the team's success.
• Ability to thrive in a high-volume, deadline-driven work environment.

The salary range for this role is $50,000 - $65,000 annually.

The employment offer may deviate from this published range based on a variety of factors, including but not limited to, experience, specialty, knowledge, education, geography, and/or related certifications - not related to any applicant's characteristics protected by local, state, or federal law.
Note:
The salary or hourly rate indicated does not include other forms of compensation or benefits.

"H2M is a strong collaborative workplace where people and ideas are always treated with respect.
I am encouraged to develop, and I love that I am constantly learning new things and skills" - Employee testimonial.

Equal Opportunity

H2M is proud to be an equal opportunity workplace committed to equal employment opportunity regardless of race, creed, color, religion, ancestry, sex, age, national origin, marital status, citizenship status, physical or mental disability, sexual orientation, gender identity and/or expression, genetic information, pregnancy status, childbirth, related health conditions or reproductive decisions, status as a protected veteran or any other characteristics protected by Federal, State, or local law.
Women, minorities, individuals with disabilities, and veterans are encouraged to apply.

• Job Family:
  Project and Program Management