Project Coordinator

1 month ago

Kelowna, British Columbia, Canada BELFOR Full time

Job Summary

The Project Manager Assistant provides critical support to the Project Manager by coordinating project activities related to any and all projects. This role ensures the continuity and efficiency of each project from start to finish through clear communication to all parties involved.

Key Responsibilities

  • Effectively communicate with property owners/managers/tenants, subcontractors, and insurance adjusters
  • Assist Project Manager with the successful full cycle of assigned projects, from initiation to completion, including receipt of payment if necessary
  • Ensure all project documentation is accurate and uploaded into internal and external claims systems
  • Assist project with customer communication and interactions
  • Ensure work authorization, completion certificates, and all other required documents are obtained from the client
  • Ensure work order tasks and purchase orders are completed and uploaded in a timely manner
  • Invoicing is completed accurately in line with client protocols
  • Support outstanding receivables
  • Act as a liaison between the customer and Project Manager to ensure project success
  • Address questions/concerns throughout the project
  • Perform tasks required by the Project Manager in support of project needs
  • Be aware of all aspects of the scopes of work to provide proper assistance to the Project Manager
  • Responsible to track project changes and produce updated schedules
  • Review project information and compile schedules in a timely manner
  • Tracks the progress of all new and ongoing projects and maintains up-to-date notes
  • Coordinate mitigation/restoration work within-house staff and sub-trades
  • Prepare and/or edit internal scopes of work, estimates, budgets, letters, faxes, memos, and emails
  • File all project documents appropriately (hard and soft copies)
  • Organize, compile, and submit support documentation on completion of project
  • Submit any required information to the client as directed by the Project Manager
  • Report to the Project Manager for all issues
  • Be capable of short-term coverage for the project in the event of Project Manager vacations or absences
  • Assist with reception relief as needed
  • Provide excellent customer service
  • Work under time constraints to meet specific timeliness
  • Ensure attention to detail and keen sense of safeguarding other people's property and information
  • Participates in and demonstrates an understanding of safety principles and practices; follows all safety policies and procedures to support a safe working environment, including safe operation of machines and equipment
  • Comply with all BELFOR policies and procedures, as well as legislative requirements
  • Proactively communicate job site conditions and concerns that may or are affecting completion of the job to the appropriate person
  • Attend all BELFOR-sponsored training courses
Qualifications
  • Post-secondary administration courses/certification
  • 1+ year prior restoration experience, insurance, and/or construction coordination
  • Knowledge of Xactimate and/or XactAnalysis, preferred
  • Manage sensitive information appropriately and maintain confidentiality
  • Strong aptitude to work within deadlines
  • Integrity, honesty, and responsibility with a desire to contribute to a team
  • Highly organized with attention to details
  • Comprehensive understanding of customer service, principles, and practices
  • Eligible to operate a motor vehicle per BELFOR's vehicle policy
  • Ability to work with a team or independently as needed
  • Strong written and verbal communication skills
  • Proven ability to multi-task in a fast-paced environment
  • Intermediate computer and/or tablet/iPad experience with Microsoft Office programs such as Excel, Word, and Google Suite
  • Will to work evenings, on-call, and weekends when requested
  • Periodic travel may be required
  • Criminal Record Check
Physical Demands
  • Frequent lifting from 5-40lbs, unassisted (from 35-65% of the time)
  • Occasional lifting from 41 lbs +, assisted (up to 50% of the time)
  • Access and mobility in tight spaces
  • Sustained periods of standing, sitting, walking, bending, and kneeling

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