Job Description

Key Responsibilities

Project Coordination

• Assist the Project Manager with developing and maintaining project schedules, budgets, and manpower allocations.
• Use Standardized Procore processes to manage RFIs, submittals, drawings, daily logs, and meeting minutes.
• Coordinate subcontractor schedules and ensure activities align with DL Smith project milestones.
• Track project progress in Procore and communicate updates to the PM and stakeholders.

Project Billings & Financial Tracking

• Prepare and submit monthly AIA G702 (Application for Payment) and G703 (Continuation Sheet) for client approval.
• Verify percent complete, retention, and supporting documentation with field and accounting teams.
• Enter purchase orders, invoices, and job cost details into Spectrum with accurate cost codes
• Monitor budget performance and help prepare cost-to-complete projections.
• Process and track change orders in both Procore and Spectrum to ensure accurate billing.

Monthly WIP Reporting

• Assist in compiling and analyzing monthly Work in Progress (WIP) reports.
• Gather project performance data (percent complete, cost-to-complete, billings to date) from Procore and Spectrum.
• Identify over/under-billings and communicate variances to the Project Manager and accounting department.
• Ensure WIP reports are completed in time for month-end financial reviews and corporate reporting.
  Support to Project Logistics Manager
• Assist the Project Logistics Manager in tracking project deliverables, ensuring all contractual and internal deadlines and standard internal processes are met.
• Monitor milestone progress in coordination with project schedules.
• Help maintain deliverables logs in Procore and ensure documentation is accurate and complete.
• Follow up on outstanding deliverables with internal teams, subcontractors, and clients.

Job Closeout & Warranty

• Coordinate closeout activities, including final inspections, punch list completion, and submission of required documents.
• Compile and deliver closeout packages, including as-builts, O&M manuals, warranties, and testing reports, through Procore.
• Track and manage warranty items, ensuring timely resolution and clear communication with clients.
• Maintain warranty logs and support post-completion client needs during the warranty period.

Construction Insurance & Bonds

• Maintain a working knowledge of project-specific insurance requirements, including general liability, workers’ compensation, builder’s risk, and subcontractor compliance.
• Assist in ensuring certificates of insurance are obtained, current, and meet contract requirements.
• Support the tracking and documentation of performance bonds, payment bonds, and bid bonds as required by contracts.
• Coordinate with accounting, legal, and project teams to ensure compliance with insurance and bonding obligations throughout the project lifecycle.

Service Department Administrative Support

• Process service billings for the service department. 
• Maintain detailed records of all service billings and payments received.

Quality, Safety & Compliance

• Document and track safety observations and inspections in Procore.
• Ensure work meets contractual and project specification requirements.
• Participate in punch list walkthroughs and project closeout documentation.

Leadership Communication

• Serve as a liaison between field crews, office staff, clients, vendors, and subcontractors.
• Facilitate clear and timely communication using Procore tools and workflows.
• Coordinate with stakeholders to ensure deliverables, insurance, and closeout requirements are met.

Qualifications

• Experience: 1–3 years in construction, preferably with electrical contracting experience.
• Proficiency in Procore project management software.
• Experience with Spectrum construction accounting software.
• Knowledge of AIA G702/G703 billing processes.
• Understanding of WIP reporting, closeout processes, and warranty tracking.
• Familiarity with construction insurance requirements and bonding processes.
• Proficiency in MS Office Suite and project scheduling tools (MS Project, Primavera).
• Valid driver’s license

Core Competencies

• Strong attention to detail in technical, contractual, and financial documentation.
• Ability to manage multiple priorities under deadlines.
• Clear and professional communication skills.
• Team-oriented with proactive problem-solving skills.

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