Project Coordinator

Job Description

Are you looking for a fast-paced, collaborative work environment with plenty of opportunities for career growth? If so, DPSI, an established multi-discipline firm of engineering, land surveying, inspection, construction and safety professionals might have the perfect opportunity for you! We’re seeking an assertive and detail-oriented Project Coordinator to join our San Luis Obispo office. DPSI offers an extensive benefits package, 401k options with employer matching, career development plans and more! Please review the summary below to see if your skills would be a fit for our team.

Job Description

Summary

The Project Coordinator position is responsible for providing advanced, division-specific support to Division Manager, Project Managers, and technical staff, including assuming full responsibility for certain project activities.

Job Functions

Administrative & Technical Support

Provide division-specific support, including:

• Coordinate division meetings
• Maintain division calendars
• Order software, hardware, or other division-required items
• Assist with resource allocation and scheduling
• Facilitate billing reviews with Project Managers
• Support or attend business development meetings or opportunities

Document & Reporting

• Set up new projects according to company procedures
• Prepare project proposals, including drafting scope of work and estimates for Project Manager review
• Serve as primary point of contact for all project correspondence (phone calls, emails, etc.)
• Maintain all project correspondence according to document control procedures
• Handle project cost tracking
• Handle project tasks, including conducting research, collecting data, preparing reports, and compiling permit submittals and deliverables, with minimal direction from Project Managers
• Handle project contracts and subcontractor documents
• Attend, facilitate, and record minutes for project meetings
• Prepare and distribute status reports to project team and stakeholders
• Assist in the development of project plans, schedules, and budgets
• Monitor project progress and performance against established goals and deadlines
• Support or lead efforts to prepare RFP, RFQ, or SOQ packages
• Target to complete approximately 85% or more billable work per week

Communication & Collaborative Support

• Coordinate travel arrangements for project-related travel (hotel bookings, etc.)
• Schedule project meetings and maintain calendars, including light scheduling in MS Project

Quality Assurance

• Proofread documents for spelling, grammar, and formatting
• Train and coach other administrative staff on company standards and procedures
• Identify and support opportunities to improve company procedures
• Assist in the implementation of quality control processes and procedures
• Ensure all project activities adhere to company policies, industry standards, and regulatory requirements
• Assist in the identification and management of project risks and issues

Requirements

Experience

• Minimum three (3) years of project-support experience
• Industry experience preferred

Education

• Bachelor’s degree in related field (Business Administration, Project Management, etc.) or equivalent experience

Skills

• Advanced Microsoft Office (Word, Excel, Outlook, PowerPoint) skills
• Ability to operate computer and office equipment (copier, scanner, telephone system, etc.)
• Advanced math, grammar, and spelling skills

Competencies

• Excellent written and verbal communication skills
• Excellent time management
• Excellent organizational skills
• Excellent attention-to-detail skills
• Team player
• Strong work ethic
• Quick learner
• Ability to maintain confidentiality
• Independent worker
• Strong problem-solving skills
• Ability to perform complex tasks and multi-task
• Ability to work under pressure and meet tight deadlines

Benefits

• 100% company-paid employee medical, dental, vision and life insurance as well long-term disability benefits
• Vacation / sick plans and paid holidays
• Robust 401k plan with a generous company match
• Professional development
• Collaborative, friendly fun environment for our employees to thrive in

Working Condition: Normal working conditions absent extreme factors

Note: The statements herein are intended to describe the general nature and level of work being performed, but are not to be seen as a complete list of responsibilities, duties, and skills required of personnel so classified. Also, they do not establish a contract for employment and are subject to change at the discretion of the employer.

Equal Employment Opportunity

DPSI is an equal opportunity employer committed to a diverse and inclusive workplace. We prohibit discrimination against any employee or applicant based on race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, disability status, genetic information, marital status, military or veteran status, or any other status protected by federal, state, or local laws.