Project Coordinator

The project coordinator will work closely with project managers on projects, being able to anticipate when something needs to be completed, predicting next steps, and assisting with execution. They will assist project teams by working with municipalities and tracking progress to be able to solve issues that arise. Project coordinators communicate with clients to answer project-related questions when the project manager is not available.

HILGARTWILSON is looking for someone who must be able to think outside of the box. They need to have a working knowledge on how projects are prepared, submitted, and approved, allowing them to track, assist, and streamline multiple projects at a time.

Typical Duties and Responsibilities

  • Take projects through the submittal process by determining requirements based on municipality and/or jurisdiction
  • Identify any and all fees associated with each submittal and arrange payment based on client/project manager’s direction
  • Complete applications required for submittals and ensure all necessary signatures and requirements are complete
  • Assemble all necessary documents, reports, and plans using a submittal checklist and transmittal
  • Submit all documentation via courier, personal delivery, or electronic submission depending on the project team, municipality requirements, and project deadlines
  • Track submittal process status and communicate to the project team
  • Coordinate pickup (scanning) or downloading of redlines
  • Create comment response letters/spreadsheets
  • Send utility conflict reviews to appropriate utility organizations as identified by project team, follow up to ensure all conflicts are answered, file in project file structure, and communicate all conflict results to project team
  • Distribute plans when requested to clients via ShareFile site
  • Use the project set up standards to create a new project set up for each project
  • Order quarter section maps when requested by team for each new project start
  • Order public records requests (as-builts) when requested by team
  • Submit “will serve” letters when requested by project team
  • Prepare project templates which include status reports and project task lists as requested
  • Assist in preparation of engineers cost estimates and spreadsheets
  • Submit Flood Letters and Firm Maps as requested
  • ADEQ submittals: applications and documents including Approvals to Construct,  health certificates, and Engineer Certificates of Completion
  • SWPPP reports and plans, NOI (includes tracking current issues and events with ADEQ and EPA regarding the SWPPP and local laws, writing reports, working with Project Manager/CAD to prepare map, work with client on filing NOI for permitting)
  • Download and assemble title reports when requested by the project team
  • Create parcel Number (APN) Maps and Adjacent Owners List when requested by the project team
  • Entitlements: complete applications, compile and submit zoning documents, track project’s approval process
  • Due diligence and research: research development constraints for a potential site, research existing conditions such as utilities, infrastructure, etc., and speak with the city, county, and other agencies regarding development
  • Client, city, and county interaction, communication, and follow up
  • Assist in writing proposals and assigning proposal numbers when requested by the project manager
  • Monitor project budgets: communicate with the project manager to create awareness on project budgets
  • Ensure that standards are met by following the productivity, quality, and customer service standards
  • Resolve operational problems
  • Identify work process improvements
  • Review, interpret, and recommend municipal and agency policies and procedures
  • Monitor and assure timely completion of assignments
  • Set up and maintain ShareFile site for client plans
  • Manage the copying, faxing, filing, and scanning of project files
  • Determine when it’s appropriate (cost effective and timely) to use in-house printing and scanning or approved reprographics companies
  • Maintain all project files according to company filing standards
  • Utilize approved naming and filing conventions to ensure project data is accurately filed and maintained
  • Assist/backup other administrative project roles as assigned

Skills and Qualifications

  • High school diploma or GED; Associates degree preferred
  • 5+ years of related experience in an administrative or coordination role
  • Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, etc.)
  • Intermediate skills in Microsoft Project
  • Advanced administrative writing skills
  • Ability to communicate in a friendly, professional manner both verbally and written
  • Ability to work with sensitive materials and information
  • Excellent attention to detail
  • Able to organize and multi-task efficiently
  • Prioritize and meet multiple deadlines
  • Punctual and dependable
  • Customer service driven with a “can do” attitude
  • Ability to work individually or in a team environment
  • Understand general engineering practice
  • General understanding of rezoning, engineering, and submittal applications
  • Prior experience with an engineering firm preferred

• Compensation includes competitive salary commensurate with experience and year-end performance-based bonus opportunities.
• Company benefits include: Medical, Dental, Vision, FSA, Short & Long Term Disability, Life Insurance, Employee Assistance Program, 401k, Paid Holidays, and Paid Time Off/Paid Sick Time.

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