Project Coordinator

Company: Lawrence Berkeley National Laboratory
Location: Berkeley
Posted on: November 19, 2021

Job Description:

In this exciting role, you will plan and manage administrative aspects of assigned PIMD construction projects. You will act independently on day-to-day work, use good judgment selecting the methods and procedures applicable to new assignments. You will resolve complex issues in creative and effective ways, including troubleshooting issues to enforce policies and procedures. You will exercise judgement when applying knowledge of construction project management processes to meet project objectives. You will work with Project Manager to analyze and document project risks, as applicable. You will plan, coordinate and may oversee special projects in support of project performance.-- What You Will Do:

• Project Management Support (65%) Plan and manage all administrative duties in support of assigned projects. Plan and organize administrative assignments in support of scope, schedule and budget changes, processing approvals of completed project phases and all related tracking and management of data pertaining to project controls including funding authorization. Prioritize and execute tasks relative to Project Management performance objectives, cost control and reporting, architectural and engineering reviews, construction changes and requirements. Manage aspects of advisory committee and DOE reviews, project meetings and site visits, ensuring coordination of review materials, logistics and preparation of meeting materials. Develop and maintain project related web sites as needed. Manage calendar for Project Managers as necessary. Manage project close-out process and coordinating collection and distribution of documents related to closure and acceptance of completed projects. Maintain Project Management general files.
• Financial Management (10%) Compile monthly budget reports for submission to Project Managers. Develop various planning documents such as project budget submissions, project validation data, and monthly progress tracking reports. Assimilate information and update specific project reports including changes related to scope, schedule, budget, authorization, stage of work, environmental review determinations, costs and obligations and construction subcontract modifications and negotiations. Coordinate the closure of projects by tracking invoices, removing liens and assuring timely closure of accounts and work orders by using Maximo, IRIS, and FMS.
• Contract Administration (10%) Prepare purchase requisitions for acquisitions of construction subcontracts, A/E contracts, miscellaneous services and equipment using Lab's electronic procurement system. Prepare Acquisition Alert form and Detailed Advanced Acquisition Plans for all contracts over $500,000. Prepared proposed change orders and Change Authorization to construction subcontracts, assuring all appropriate documentation is attached such as shop drawings, invoicing. Analyze and track invoices to assure timely processing, appropriate retention and that the correct account was cost by checking the AP system and following up with the Procurement and AP departments as necessary. Create and maintain invoice tracking logs for major PO's and PCO logs for construction subcontracts. Assure purchase orders are closed within the AP system.
• Document Control (15%) Coordinate preparation of transmittals, RFI's, submittals, field memos, safety reports and other related A/E or construction documents. Categorize, log and file per the file directory. Be proficient in multiple software and database applications. Manage various websites which include team roles, uploading photos and documents as needed. Maintain the integrity of the job folder process by ensuring that all accessory data is accurately entered and updated including job number, scope, justification, PM, team assignments, budget type, fund source, job type and stage of work. Prepare drafts, meeting notes, presentation materials, reports, spreadsheets, chars, Project Management forms, and A/E, contractor and DOE correspondence as well as distribution requirements, coordinating copy requirements, categorizing, logging and filing project documents and database requirements. Keep the project management electronic files organized for efficient retrieval including key documents, retain electronic copies of critical signatures. Archive project files and drawings, assuring all key documents are contained and that that record drawings are sent to Facilities Business Support. What is Required:
  • Typically requires a minimum of 3-years of related experience with a Bachelor's degree; or equivalent work experience.
  • Familiar with the Project Management Body of Knowledge (PMBOK) and applicable DOE Orders for project management, including Earned Value Management Systems (EVMS) concepts. Notes:
    • This is a full-time, career appointment, exempt (monthly paid) from overtime pay.
    • This position may be subject to a background check. Any convictions will be evaluated to determine if they directly relate to the responsibilities and requirements of the position. Having a conviction history will not automatically disqualify an applicant from being considered for employment.
    • Work will be primarily performed at Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA. Berkeley Lab is an Equal Opportunity and Affirmative Action Employer. We heartily welcome applications from women, minorities, veterans, and all who would contribute to the Lab's mission of leading scientific discovery, inclusion, and professionalism. In support of our diverse global community, all qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. Create and manage profiles for future opportunities. Berkeley Lab is an Equal Opportunity and Affirmative Action Employer. We heartily welcome applications from women, minorities, veterans, and all who would contribute to the Lab's mission of leading scientific discovery, inclusion, and professionalism. In support of our diverse global community, all qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status.
      The Lawrence Berkeley National Laboratory provides accommodation to otherwise qualified internal and external applicants who are disabled or become disabled and need assistance with the application process. Internal and external applicants that need such assistance may contact the Lawrence Berkeley National Laboratory to request accommodation by telephone at 510-486-7635, by email to eeoaa@lbl.gov or by U.S. mail at EEO/AA Office, One Cyclotron Road, MS90R-2121, Berkeley, CA 94720. These methods of contact have been put in place ONLY to be used by those internal and external applicants requesting accommodation.

Keywords: Lawrence Berkeley National Laboratory, Berkeley , Project Coordinator, Other , Berkeley, California