Job description

Ohana Design Build Project Coordinator/Administrator

Job details/type:

• Job Type: Full-time/hybrid remote
• Pay: Competitive with bonus potential

Project CoordinationTasks:

• Work Proactively with Project Management and Accounting Team to monitor budgets, and stay on top of change order needs
• Create Fee Spreadsheets for project fees and consultant fees and send them to the Client
• Create Scope of work/Deliverables document for proposals
• Point of contact between Client and Partner/Principal/PM for contracts & change orders
• Follow up with Client on executed contracts as needed
• Assist accounting with Consultant Invoice allocation for project contracts
• Coordinate add services from billing drafts with the team and accounting for change orders if needed
• Liaison between Partners, PMs, and Clients for project communication
• Create and process consultant agreements-review/compare with client contract
• Create, update and distribute:
• Meeting Minutes/Memos for project meetings
• Meeting Agendas for multiple weekly project meetings
• Design Change Log
• New Change Order Items Log for Client review/approval

• Maintain contact information for clients, consultants, and agencies in Outlook
• Create and update Project Drawings logs for Architectural and Consultant drawings as needed
• Create transmittals
• Construction Administration – RFI/Submittal Logging-Tracking – Coordinate with CA-PM
• Coordinate & Manage Project Punchlist and Warranty Requests. Help manage Certificate of Occupancy/Notice of Completion Process. Organize and document project turnover documentation, including Project Subcontractor Contact List, Finish Schedule for Project, Product Manuals and Documentation, and Warranty information.

Administrative Tasks:

• Coordinate Team Calendar/Schedule meetings
• Create, edit & coordinate project & executive meetings as needed
• Main point of contact for team member’s whereabouts; receive/field calls/requests for their schedule

• Manage Team’s Tasks
• Set up/Create new weekly/monthly meetings as needed

• Manages invoicing, billing, draw payments and requests, to ensure processing is done in accordance with Ohana policy and procedure.
• Organizes and maintains electronic files in appropriate team drives / project files
• Requests and Files Subcontractor Documentation, including W-9, Subcontractor Certificates of Insurance, and License documents.

Key skills/talents

• Ability to simultaneously handle several tasks, prioritize and plan effectively
• Ability to read and interpret documents such as contracts and other agreements
• Ability to communicate and coordinate effectively with Partner(s) and other staff concerning designated tasks
• Proficiency in office software applications such as Microsoft Office Suite, and ability to learn new software
• Customer Service orientation
• Knowledge of clerical and administrative procedures

Job Type: Full-time

Pay: From $75,000.00 per year

Compensation package:

• Bonus pay

Experience level:

• 3 years

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Healdsburg, CA 95448: Reliably commute or planning to relocate before starting work (Required)

License/Certification:

• PMP (Preferred)

Work Location: Hybrid remote in Healdsburg, CA 95448

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