Jobs RAC

Job Site Project Coordinator/ Secretary – RAC @ Parramore Oaks – Orlando, FL


New construction is seeking an experienced Job Site Project Coordinator/Secretary to handle all construction paperwork at site level and assist the Project Superintendent. The project will last approximately one year.

This position is responsible for support to the Project Superintendent and Assistant Superintendent. The Project Coordinator is responsible for maintaining all files and records at the job site level and processing all subcontractor and supplier invoices for payment. The position is necessary to the success of the project.

Duties and Responsibilities:

  • Reports to Director of Contracting at RAC Corporate office & provides administrative support to the Project Superintendent(s) and Assistant Superintendent(s).
  • Liaison between job site and corporate office
  • Process certified payroll & Section 3 paperwork on jobs where required
  • General office work, including (but not limited to):
  • Answering phones
  • Typing
  • Filing
  • Ordering office and housekeeping supplies
  • Correspondence
  • Errands
  • Meeting minutes
  • Daily reports
  • Process weekly timecards for on-site hourly company personnel
  • Process subcontracts, service, equipment rental agreements, materials agreements and change orders
  • Maintain Contract Status Report of agreements written, signed and returned and insurance received
  • Maintain current certificate(s) of insurance with required limits on all subcontractors
  • Maintain W-9 Taxpayer Identification on all subcontractors, suppliers and vendors, where applicable
  • Request and obtain vendor numbers from corporate accounting office on new subcontractors, suppliers and vendors as needed
  • Process miscellaneous invoices through Timberscan for accounts payable; process Backcharge Purchase Records
  • Process monthly draw requests from subcontractors and other agreement holders
  • Maintain Notice to Owner schedule to insure proper releases are obtained from subcontractors, subcontractors’ suppliers and lower-tier subcontractors
  • Prepare and obtain necessary lien releases for subcontractors and suppliers
  • Disburse draw checks from job site as required
  • Maintain and keep in balance petty cash checkbook; process petty cash reimbursements as necessary
  • Run errands as may be necessary for the smooth running of the job site
  • Other duties as may be assigned

Items involved in the duties of a Job Site Project Coordinator / Secretary include, but are not limited to:

  • Backcharges
  • Contract status report
  • Daily log
  • Lumber flow chart
  • Permit number list
  • Plan deposit list
  • Processing invoices through Timberscan
  • Serial numbers (for equipment installed at project)
  • Tool inventory
  • Office equipment inventory & serial numbers
  • MSDS from subcontractors & suppliers
  • 72-hour Notices
  • Subcontracts
  • Materials Agreements
  • Service Agreements
  • Equipment Rental Agreements
  • Change Orders
  • Checklist for subcontractors
  • Insurance requirements and certificates from subcontractors
  • Punch management acceptance
  • Sworn Statements of Account (as required)
  • Vendor List
  • Warranty List
  • Construction completion tasks to prepare for management turnover

Performance Requirements:

  • Attendance and Dependability: The employee can be depended on to report to work at the scheduled time and is able to maintain attendance within the established vacation and sick benefit accruals. Employee can be depended upon to complete work in a timely, accurate and thorough manner and is conscientious about assignments.
  • Communication and Contact: The employee communicates effective both verbally and in writing with superiors, colleagues and individuals inside and outside the Company.
  • Relationships with Others: The employee works effectively and relates well with others, including superiors, colleagues and individuals inside and outside the Company. The employee exhibits a professional manner in dealing with others and works to maintain constructive working relationships.
  • Professionalism: The employee understands and demonstrates professionalism as a representative of the Company. The employee follows policies and procedures of the organization and does not contribute to any conversation that reflects negatively on the department and organization. The employee understands and demonstrates through behavior, words and actions that the Company and the departments provides a work environment free from all forms of discrimination and harassment, regardless of one’s person beliefs and opinions.

Knowledge, Skills and Abilities (KSAs):

  • Knowledge of Microsoft Suite (Excel, Outlook, Word) required; Sage Timberline software experience preferred
  • Ability to communicate effectively with all levels of staff, owners and vendors
  • Strength in prioritizing, organizing and executing tasks
  • Ability to work independently with little supervision
  • Ability to stay on task with multiple competing priorities
  • Ability to work independently as well as part of a team
  • Ability to perform essential functions of the position with or without accommodation.
  • Physical ability to walk the construction site and use stairs if required throughout the day is a necessity for the position.

Education and Experience:

  • High school diploma or GED
  • Previous work in a construction office environment with customer service skills is a requirement for this position

Essential Job Functions / Physical Requirements:

  • Ability to perform essential functions of the position with or without reasonable accommodation
  • Ability to perform basic data entry, keyboarding, and mouse functions to complete job duties timely and efficiently
  • Ability to read and effectively communicate with fellow employees
  • Moderately sedentary position but also includes some physical activity, such as walking and lifting up to 30 lbs.

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Thank you for your interest in Royal American Companies. Please know that online submission of your resume does not constitute an application for employment.

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