Project Coordinator in Orange, CA at Vaco

Date Posted: 6/11/2021

Job Snapshot

  • Employee Type:
  • Location:
    Orange, CA
  • Job Type:
  • Experience:
    At least 3 year(s)
  • Date Posted:
  • Job ID:

Job Description

Administrative Tasks

  • GoTo Meetings - Create, edit & manage
    • GoTo meeting setup and training
    • Troubleshoot GoTo Account issues with Citrix Tech Support
  • Coordinate Team Calendar
    • Create, edit & coordinate project & executive meetings as needed
    • Main point of contact for team member's whereabouts; receive/field calls/requests for their schedule
  • Manage Team's Tasks
    • Create new tasks from team's notes, staffing meetings, etc. and coordinate action items with PM's
    • Set-up/Create new weekly/monthly meetings as needed
  • Create Folder Structure and Narratives
    • Distribute to team - TBD

Project Tasks

  • Set up Projects in system as needed
  • Save documents to IN/OUT folders per protocol
  • Draft Proposals and PSSA's and send to Contracts Department
  • Work proactively with Contracts Department to ensure contracts are reviewed and executed in a timely manner
  • Work Proactively with Project Accounting Team to monitor budgets, and stay on top of change order needs
  • Create Fee Spreadsheets for project fees and consultant fees and send to Client
  • Create Scope of work/Deliverables document for proposals
  • Review zoning / jurisdictional / Specific Plan requirements of particular projects and note it on a spreadsheet or established form with references
  • Request Project Number from Accounting and assist project team with correct usage/allocation of task on timesheet
  • Point of contact between Client and Partner/Principal/PM for contracts & change orders
  • Follow up with Client on executed contracts as needed
  • Assist accounting with Consultant Invoice allocation for project contracts