Senior Project Coordinator at Ryan Companies US, Inc. in Des Moines

Senior Project Coordinator

Location: Des Moines · Hybrid

Job Description:

Ryan Companies US, Inc. has an exciting career opportunity for a Senior Project Coordinator to join our team! Do you bring at least 4-6 years of successful experience leading field operations in commercial construction? Do you enjoy working in a fast, fun, inclusive and collaborative workspace? If this describes you, we encourage you to apply today.

The Senior Project Coordinator serves as a key operational and administrative anchor across the construction project lifecycle. This role manages contract administration, technical document control, project financials, and closeout workflows to ensure projects are delivered on time, within budget, and to the highest quality standards. This individual will primarily act as liaison between Project Manager, Superintendent and subcontractors or other members of the team while performing general administrative duties related to projects.

Some things you can expect to do:

• Internal and external customer assistance and service, along with processing RFIs.
• Manage all aspects of Shop Drawing and Design Document processes
• Create and distribute permit documentation, process project costs and owner invoices, and assist with pay-application process.
• Draft subcontracts and change orders for Project Manager review.
• Manage subcontractor insurance and registration process and project-specific invoicing.
• Maintain web-based project management system.
• Assist team with RFP requests as required.
• Manage project closeout process including creation and distribution of punch-lists and O & M manuals.
• Utilize integrated software systems to process and track subcontracts, change orders, drawings, RFI’s, submittals, invoices and insurance certificates
• Create and maintain project documents within predominately paperless office environment utilizing integrated software systems and network server file system
• Assist with the pre-construction efforts, as necessary. May assist with generating project proposals (i.e. RFP requests)
• Prepare trade contracts and bid packages and assist with procurement process
• Oversee shop drawing, submittal and construction drawing approvals, documentation, and coordination
• Maintain a current set of drawings and specifications at all times, clearly making these documents available to the project team, internally & externally
• Compose and/or edit communications (letters, memos, reports, procedures, etc.) as required by Project Manager/Project Staff
• General administrative duties, such as calendaring, correspondence, scanning, copying, data entry, supply requisitions, delivery coordination, etc.
• Act as liaison between project manager/project staff and others, such as Corporate Services, external contacts, customers, etc. Arranges and participates in internal project meetings in coordination with project team
• Quickly responds to any job-specific accounting questions or issues
• Assist with owner pay application preparation and processing to exact schedule requirements; assist with cost estimate database under the direction of the project manager
• Manage the project closeout process including punchlist data entry; creation of Operation & Maintenance manuals and the distribution of Record Drawings, as required
• May assist Project Manager/project staff in planning the work schedule and arranging for assignment of project personnel and equipment as needed to ensure project progresses on schedule and within prescribed budget, depending on project team
• Constant prioritization of workload is necessary to meet project goals
• Identify and implement cost or time savings measures
• As necessary, attend weekly meetings, generate minutes and distribute, as necessary

Candidate Requirements:

• Ability to collaborate and contribute within a team structure is required
• Demonstrates self-motivation to accurately and efficiently complete all aspects of the project with minimal supervision.
• Strong verbal, written and analytical skills required; very strong organizational skills and a good mathematical aptitude necessary
• Previous administrative experience and/or construction industry experience preferred
• Strong knowledge of Microsoft Word, Excel, Outlook, and PowerPoint
• Ability to learn industry specific software programs including, but not limited to, Proliance, Procore, DocuSign, Textura, Oracle JD Edwards Enterprise One, Nexus, Concur, CornerStone OnDemand, Building Connected, Bluebeam, Box and WebEx
• Exhibit objectivity and openness to others’ views; contribute to building a positive team culture
• Display willingness to make decisions; exhibit sound and accurate judgment; support and explain reasoning for decisions; include appropriate people in decision making process; make timely decisions; understand business implications of decisions
• Demonstrate accuracy and thoroughness; attention to detail; look for ways to improve and promote quality; accept and apply feedback to improve performance; monitor own work to ensure work quality
• Approach others in a tactful manner; react well under pressure; accept responsibility for own actions; give appropriate recognition to others
• Follow through on commitments
• Exhibit confidence in self and others; inspire and motivate others to perform well; effectively influence actions and opinions of others
• Assess own strengths and weaknesses; pursue training and development opportunities; strive to continuously build knowledge and skills; share expertise with others; ask for and offer help when needed
• Adapt to changes in the work environment; change approach or method to best fit a situation; prepare and support those effected by change
• Minimum of an associate’s degree or 4 year’s equivalent work experience

You will really stand out if you:

• Have experience in a construction environment and with accounting software systems.
• Carry a high level of professionalism, ability to communicate proficiently, both verbal and written.
• Possess strong attention to detail, proven customer service skills, and the ability to prioritize and be flexible in a fast-paced environment with competing priorities.

Compensation:

The base rate may vary within the anticipated range based on factors such as the ultimate location of the position and the selected candidate's knowledge, skills and abilities. Position may be eligible for additional compensation that may include commission and/or an incentive program.

Eligibility:

Position requires verification of employment to work in the U.S.

Benefits:

• Competitive Salary
• Medical, Dental and Vision Benefits
• Retirement and Savings Benefits
• Flexible Spending and Health Savings Accounts
• Life Insurance
• Short-Term and Long-Term Disability
• Educational Assistance
• Paid Time Off (PTO)
• Employee Assistance and Wellness Programs
• Family Planning & Parenting Benefits
• Employee Discount Programs
• Pet insurance
• Charitable Donation Matching
• Volunteer Time Off (VTO)
• Employee Resource Groups (ERGs)

Disclaimer: Eligibility may vary based on factors such as role, hours worked, employment status, length of service, location, and other considerations. Detailed information will be shared with eligible candidates during the hiring process, and the official terms and conditions will be outlined in each individual offer document.

Ryan Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Notice to Candidates:

Please be advised that initial outreach regarding employment at Ryan Companies will only occur via email from the domain @ryancompanies.com email address. If you recieve communication from someone you believe is impersonating Ryan Companies, please report it to us at humanresources@ryancompanies.com

Non-Solicitation Notice to Recruitment Agencies:

Ryan Companies kindly requests that recruitment agencies and third-party recruiters do not submit unsolicited resumes or candidate information to any Ryan Companies employee or office. Ryan Companies will not be responsible for any fees or expenses associated with unsolicited submissions. If recruitment services are required, we will reach out directly to agencies on our approved vendor list. We appreciate your understanding and cooperation.