Melville - Project Coordinator

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 candidate 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.
• Assists PM’s with proposals including proposal set up, coordinate proposals with various disciplines and 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. 
• Receives and processes Requests for Information (RFI) from contractors, project team members and/or clients and maintains the requests via appropriate tracking logs.
• Assists and coordinates efforts with Civil Discipline (Civil) 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 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 relationship with 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 IT team to ensure new hire set up is complete and follow-up with problems regarding software/hardware issues, etc.,
• Serves as a mentor and resource to junior staff on company standards, templates, policies, and procedures; introduces staff to team members and answer any questions; ensures that new hires have appropriate office supplies 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/perform 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 Civil team, prepare PowerPoint presentation 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 judgement 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 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.