Job Description: To coordinate activities, resources, labor, equipment and information for all projects. He/she needs to make sure our customers are happy with our service, communication, and products. They will develop and managing the changing project schedule, making certain that all potential conflicts are discussed, resolved, and communicated with the sales and operations team. This person always needs to be on top of their game because many people rely on their direction and leadership.
Responsibilities:
Coordinate, attend, and lead project meetings as needed. Ensure action items are followed up on.
Schedule walkthroughs where needed and attend when necessary. Ensure action items are followed up on.
Schedule pre-project meeting in office when appropriate. Time to look through project spreadsheet, prints, other project materials with the salesperson to clear up questions and get an understanding of the project. Sometimes it might make sense to have the lead technician for the project attend as well.
Facilitate internal communication between ops and sales They will get busy and forget to relay information. Example: When cable brand gets switched later in the project and the new brand doesn’t get put on the project spreadsheet. When we go to order, the updated art number isn’t on the sheet.
Ensure that parts/notes/plans/prints/etc. for techs are organized and clear.
E24 new installs.
Alarm.com new installs.
Teleguard new installs.
Turn in folders and work orders for completed work. At least twice a week.
Oversee the ordering process to ensure project schedules can be maintained.
Checking in on project’s material daily. Keep a constant eye on deliveries, when we can expect things, etc. You should have a general idea of the layout of the warehouse and what material has arrived for projects. Also know what is coming in and when based on ETA emails from suppliers.
Contacting customers for changes, schedule moves, follow-ups, etc daily.
Change Orders. Create (or get help) Manage, organize (Gather current pricing, part #'s, etc.) and make sure they get done and processed (billed, ordered, etc.).
Working closely on projects (especially AIA) to make sure they get billed correctly.
Utilize project start up and close out documents (including sending hand-off customer email with service process).
Strive to look for easier and less expensive ways while making the techs schedules achievable and as enjoyable as possible so they want to work and do a good job.
Skills and Specifications:
Minimum 3 years of experience in project administration.
Proficient in full Microsoft Office Suite, including Excel, Word, Outlook (calendars!), Visio and Project.
Excellent organizational skills, including great attention to detail.
Excellent communication skills and customer service skills regardless of the situation.
Ability to effectively communicate and coordinate with various roles within the industry including but not limited to: vendors, salespeople, electricians, general contractors, technicians, customers, and other internal employees.
Understanding of low voltage systems and standards and an understanding of the construction industry.
Understanding of continuous process improvement and lean principles.
Ability to plan and organize a team effort.
Ability to multi-task and re-prioritize ones’ day as issues arise to avoid disrupting the team’s workflow.
Good client management and goodwill building ability.
Capacity to motivate, lead and boost morale of the teams.
Able to accept responsibility and learn from mistakes.
Effective time management and logical decision-making ability.
Capacity to handle pressure and thrive from it.
Willingness to travel to the project sites when needed.
Strong focus on quality.
Team mentality.
Project accounting functions including managing the budget, tracking of team expenses and minimizing exposure and risk in the project.
Maintain strict adherence to the budgetary guidelines, quality and safety standards.
Compensation:
Annual profit sharing opportunity
Full benefits package available including:
Flexible PTO
401(k)
Health Insurance
Dental Insurance
Life Insurance
STD/AD&D/LTD
Vision Insurance
Base Salary of $60K-$80K + Bonus