Project Coordinator

This role is involved in Roe Painting projects from start to finish.  This includes scheduling projects, communicating schedules to customers, coordinating with field staff and managers, verifying hours worked, managing the entire field schedule of projects to be completed.  A vital component of this job is excellent communication with the field and customers. This role could be looked at as being the “hub” of a very important wheel in the business with many spokes from the different divisions of the company running through it. The successful person in the role will have the ability to manage a great deal of details, follow very specific systems, highly proficient with computers, and will not need to be micromanaged to ensure they are doing their job.

This Project Coordinator role adds value to the organization by producing quality work that follows the company’s standards and ensuring work is accurate to the assignment, complete to company standards and on-time based on stated deadlines.

Knowing the numbers:

• How much revenue is scheduled
• How much revenue is ready to be produced
• Project tracking metrics 

Skills and strengths needed for this role:

• Strong computer literacy and the ability to quickly learn new software and systems 
• Proficient in MS Office (Word, Excel), Adobe, and CRM's
• Time and Task Management minded
• Delegating, directing, prioritizing
• Written & Oral Communication
• Giving feedback to see others succeed
• Brings enthusiasm and a positive attitude to a fast-paced work environment
• Team oriented attitude
• Holding others accountable

Behaviors and Habits that are needed to be successful in this role:

• Taking ownership, solution finding
• Stress management
• Flexibility and adaptability
• Sense of Urgency
• Self-awareness
• Curiosity
• Passion for efficiency and accuracy

Reporting and Accountabilities required of this role:

• Weekly Job Scheduling Meeting
• Weekly Report with Field Supervisor and General Manager
• Daily Huddles to review tasks, prioritize, and expectations 
• End to end project documentation management

Customer Relationship - related to assisting customers during the scheduling and production of their project to resolve issues and maintain daily communication

• Friendly, accurate communication with customers
• Scheduling appointments and handling customer requests
• Quick replies to calls and emails regarding projects
  

Sales Integration - related to information transfer from sales to operations, paperwork, scope, job documents, and communication with sales team

• Commercial assistance, waivers, schedule of values, and pay applications
• Work flows seamlessly from Point of Sale to Production
• Data entry, job tracking, and information

Sequencing and Scheduling - related to daily/weekly production scheduling and related logistics

• Supporting our customers through over communication where they are at, and where they are going in their journey with us
• Agreements, Deposits, Contracts, Change Orders, Power wash, and Work Orders
• Supporting sales in pre-production tasks to get jobs ready to start and production team to bring the project to a 5-star rating
• Supporting A/R
• COI, W9, Waivers, Pay Apps, Schedule of Values

 
Production Targets - productivity related to pace and quality according to daily production schedule

• Field staff have all information needed to be successful
• Field-hours worked goals are met or exceeded
• Projects are “revenue ready” so they can be started at a moments notice if necessary and keep production moving

We’re looking for someone with excellent verbal and written communication skills, strong interpersonal abilities, and confidence working with spreadsheets and software. The ideal candidate is computer savvy, takes full ownership of tasks through completion, and can handle confidential information with discretion. A professional yet light-hearted attitude is essential, as this role supports a variety of tasks that contribute to the success of others.