Project Coordinator

The Project Coordinator is responsible for scheduling and creating all work orders for all production and warranty jobs. The position is responsible to maintain contact with all Installers to manage the flow of the project. Additionally, the position is responsible for creation and maintenance of builder invoices. Person must be Bi-lingual....

Job Responsibilities

• Generate invoices accurately and expeditiously specific to client accounts.
• Deliver invoices to clients via digital and traditional mail services.
• Utilize accounting software to identify outstanding accounts and notify clients when they are overdue.
• Ensure that amounts on all purchase orders are correct.
• Maintain invoicing information on all spreadsheets/customer portals as they occur.
• Scheduling – Primary contact with homeowners/builders to schedule warranty work and invoice as needed.
• Scheduling – Input schedule received from clients and ensure all Installers have the necessary and correct work orders, invoice extra work as reported by Installers at the end of the day and report material shortages to appropriate persons. Correspond with Foreman as needed.
• Create work orders and maintain information such as builder options.
• Report builder missing and/or incorrect material from jobsite.
• Act as a key agent to schedule jobs, create work orders and ensure Installers have received their work orders prior to their job starting.
• Communication with customers, vendors and internal employees (office staff, field supervisors and crews).
• Communication with all Installers. Discover if there is missing material and get that information to office and shop personnel immediately. At the end of the day contact all Installers to find out what has been completed and adjust the schedule accordingly.
• Maintain the schedule with Foreman and ensure Installers have full and organized days.
• Ensure material is onsite prior to install schedule.
• Schedule all warranty work and ensure sign offs get to the builder.
• Keep track of any new jobs in the portals. Notify office personnel if material needs to be ordered when new phases are released.
• Edit work orders for options and any changes as needed.
• Support office personnel with various administrative tasks
• Generate and maintain any reports as needed via Google, Excel, RFMS, or Dropbox
• Duties, responsibilities, and activities are not limited to the above, and may change at any time

Must be bi-lingual in both Spanish and English