Project Coordinator

The Project Coordinator will manage and deliver large-scale projects on-time, on-budget, on-scope with high quality. The Project Coordinator is the liaison between the Association, KW Property Management and Consulting (KWPMC), internal support staff, consultants and contractors.

KWPM Culture

As a team member of KW PROPERTY MANAGEMENT & CONSULTING, you are expected to understand and support the mission statement of the company and practice our GREAT values every day. These values include but are not limited to greeting and smiling; showing respect with name recognition and eye contact; accepting the empowerment to exceed everyone's expectations and showing enthusiasm for your position and duties;  being accountable to show a positive attitude and accountable for your actions; and be trustworthy in your duties and transparent in everything you do. These are our GREAT values and part of your work practices and expected as part of your daily activities while working at KW Property Management and Consulting.

Duties and Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Communication, Reporting, Documentation

• Organize and manage weekly meetings between the construction contractor, management representative(s), architect/engineer and association representative(s).


• Document progress of construction in the project status report, identify, document, and coordinate resolution of critical issues.


• Coordinate and regularly schedule meetings with the Engineer and various consultants to assure that Association’s requirements are being addressed in a timely and cost-effective manner.


• Assist in preparing weekly project status report and delivering progress updates to the Association. 


• Prepare project-related correspondence, documentation and other information for distribution to association, residents, team members, and other stakeholders.


• Attend all conference call meetings (project related).


• Request and secure all operating manuals, warranties, and any other relevant project documentation.


• Maintain project related documentation through proper knowledge management system (e.g., Shared-drive) with organized document taxonomy


• Prepare project-related correspondence, documentation, and other information between Association and Contractors.


• Responds to phone calls and correspondence in a timely, professional manner.

Risk and Issue Management

• Maintain project risk and issue log.

Procurement and Contract Management

• Review and evaluate contractor proposals


• Participate in all RFI and general project meetings. 

Project Integration and Schedule Management

• Assist in managing and updating the master project schedule.


• Confirm the construction schedule with the general contractor and monitor the schedule as work progresses. Maintain updates to the project schedule on a weekly basis.


• Monitor the completion of the work, including punch lists, correction of deficiencies, collection and storage of attic stock, preparation of operating manuals, assembly and cataloging of as-built documents, warranties, and any lease requirements.

Budget Management

• Help maintain the master project budget and master project cost report tracking


• Prior to payment review all invoice submissions to verify invoices are fully and properly substantiated in accordance with all terms and conditions of the contract documents. Verify mathematical accuracy of all submissions and that the work is acceptable. Send approved invoices to Accounting Associate for payment.

Scope and Change Control

• Help manage scope and change control procedures, including communication process, templates, documentation requirements, and approval procedures


• Process all subcontractor approvals, change estimates and change order according to procedures.  


• Analyze change order requests and report to Project Manager

Safety and Quality Assurance

• Maintain checklists for quality audits and inspections. 


• Conduct formal and informal feedback and surveys to help achieve a satisfactory level of resident’s service expectation. 


• Document all safety standards and participates in the Company’s (KWPMC) efforts to provide a safe work environment.

Competencies:

• Time Management


• Interpersonal Communication


• Ethical Conduct


• Customer Service

Required Education and Experience

• Effective written and verbal communication skills


• Organized and detailed oriented


• Result driven


• Strong administrative background and experience 


• Four-year college degree preferred with 2+ years or more of industry experience


• Experience with high-rise buildings preferred


• Experience in high-rise building project management not required but a strong plus


• Must be proficient and have a working knowledge of Microsoft Word, Excel, and MS Project applications.


• Bi-lingual (Spanish) preferred

Work Environment

While performing the duties of this job, the employee occasionally works outside weather conditions. The employee occasionally works near moving mechanical parts and in high, precarious places and occasionally exposed to wet and/or humid conditions and fumes. The noise level in the work environment is usually moderate.

Physical Demands

While performing the duties of this job, the employee is occasionally required to stand; walk; use hands to finger, handle, feel or operate objects, tools or controls; and reach with hands and arms. The employee is occasionally required to sit; climb or balance; stoop, kneel, crouch or crawl; talk or hear; and smell.

The employee must occasionally lift and/or move objects up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

This position requires occasional exposure to the outdoor climate and weather conditions.

Position Type/Expected Hours of Work

This a full-time, exempt (salaried) position.  Project Coordinator is expected to attend periodic Association Board meetings as needed. Employee is sometimes required to work for extended periods of times, being flexible in the hours.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.