Project Management Coordinator

Req ID: 414953

BASIC PURPOSE: The primary purpose of the Design and Build (DBS) Project Management Coordinator is to ensure that DBS Project Financials, Financial Reporting, SAP Procurement and Project Setup processes are executed swiftly and consistently according to Trillium DBS procedures. Top candidates will have excellent Microsoft suite skills, a strong

desire in financial project acumen, be detail oriented, able to explain project financials, have a high degree of organizational skills and the ability to properly prioritize work.

MAJOR RESPONSIBILITIES:

Financial Monitoring

• Assist Project Managers (PMs)in activities concerned with the reporting and control of equipment procurement and construction process; contract amounts, work orders, change orders, and invoices
• Analyses financial results; monitoring variances; identifying trends; recommending improvements to financial project management
• Establishing a system of internal controls and the system of financial reporting
• Develop, implement, and update Revenue and Excess Liability while working in conjunction with Accounting Back Office
• Monitor and answer emails/questions sent to DBS and Project Management Coordinator
• Identifies financial status by comparing and analyzing actual results with plans and forecasts
• Prepares construction budget tracking reports to show cost to date vs. original budget
• Prepares monthly DBS financial overview reports for PMs and Trillium management

Project Invoicing (Accounts Receivable)

• Update project pay applications, produce invoices, and complete any necessary project specific paperwork requirements to bill the customer
• Work with DBS PM vendors to track AR statements and determine statuses of outstanding invoices

Procurement (Accounts Payable)

• Receive, generate and/or process supplier quotes, statements of work, purchase orders (POs), addendums and all documentation relevant to procurement; distribute to PMs as needed for review and approval
• Assist in reviewing pricing, taxes and establishing terms and conditions for POs with PMs
• Work in conjunction with PMs, Accounting and Fixed Assets regarding proper coding of POs
• Works directly with vendors to ensure POs are distributed and adhered to in a timely and accurate manner
• Works with accounting department to provide them with the necessary invoices to ensure funding is in place so that vendors are paid in a timely manner
• Monitor VIM Exception Queue for Invoice processing and work with PMs to process invoices
• Produce weekly report of Open POs and Invoices for reconciliation
• Create mechanisms to verify PO amounts outstanding and ensure retainage amounts are correct
• Setup new vendors in SAP and works closely with buyers in Procurement department
• Special Projects as assigned

Project Management

• Assist in Trillium's review and response to Request for Proposals (RFP's) for construction and review competitive bids for compliance and value
• Accept new projects to work with internal and external stakeholders to execute smaller sized projects within scope, budget, and defined timeframes
• Ensure project documentation in Procore is up to date and accurate
• Assist project manager in administration of submittals, shop drawings, RFIs, change orders, and other documentation required by the project contract
• Prepare change order pricing, scope of work, and schedule impact for change order review.
• Assist project managers in updating weekly and monthly reports and schedules for internal and external stakeholders
• Compile project closeout documents (e.g. certificates of occupancy, lien releases, warranty documents, maintenance and operation manuals, etc.
• Ensure project has accurate and up to date builders risk and liability insurance, bonds, W-9, etc. as require by the project
• Assist project manager with applying for permits and revisions to permit.
• Ensure all permits and permit documents are accurate and current in Procore, and distributed to subcontractors and vendors.
• Assemble subcontractor and vendor contract documentation for execution
• Assist project manager with setting up meetings with owners, subcontractors, engineers, etc.
• Assist project managers and construction project managers with creation of construction work plans, safety plans, and project technical specifications

EDUCATION AND EXPERIENCE:

Education:

• HS Diploma or equivalent required
• Bachelor's degree preferred

Experience:

• 1-3 years relevant work experience in construction, project financial management or procurement
• SAP experience preferred

SKILLS AND PHYSICAL DEMANDS:

Hard Skills

• Advanced experience with Microsoft Access and developing pivot tables and macros in Microsoft Excel is required.
• Proficient use of MS Office, including Word, PowerPoint and Outlook
• Financial aptitude for driving for answers
• Must be able to demonstrate knowledge of project controls principles relating to budgeting, scheduling, tracking of actual/committed costs, change control and forecasting, and financial principles
• Experience with SAP is a plus

Soft Skills

• Strong oral and verbal communication skills; ability to perform and make decisions under pressure and strict deadlines; excellent time management skills; detail oriented; ability to multitask and be a team player
• Excellent verbal and written communication skills
• Must be able to develop and maintain positive, cooperative, team-oriented relationships with coworkers, supervisors, managers, clients and others as required for the job.

Typical Physical Demands:

• Requires prolonged sitting, some bending and stooping.
• Occasional lifting up to 25 pounds.
• Manual dexterity sufficient to operate a computer

Job Function(s): Corporate

Love's Travel Stops & Country Stores is the industry-leading travel stop network in the United States. For more than 55 years, we've provided customers with highway hospitality and "Clean Places, Friendly Faces." We're passionate about serving drivers with clean, modern facilities stocked with fuel, food and supplies. We offer meals from popular restaurant chains, trucking supplies, showers and everything needed to get back on the road quickly. The Love's Family of Companies includes:

• Gemini Motor Transport, one of the industry's safest trucking fleets
• Speedco, the light mechanical and trucking service specialists
• Musket, a rapidly growing, Houston-based commodities supplier and trader
• Trillium, a Houston-based alternative fuels expert

The Love's Experience

Love's was founded in 1964 on the values of integrity, customer focus, strong work ethic, innovation and perseverance. We are looking for these in every person we hire. No matter what job you do for Love's, your commitment to these values will not only continue our legacy of growth, it will also ensure your successful career.