Project Coordinator (Finance)

Timberline ONE serves as a parent to Timberline Landscaping, Timberline TrailCraft, Timberline Rock N Roll, and Timberline Building Systemsa 2021 Winner of Best Workplaces in Colorado Springs, celebrating over 40 years in business.
The Project Coordinator works closely with the Business Unit Leader and Superintendents to assist in executing the administrative management of landscape construction and trails projects. The Project Coordinator will perform various duties such as project review, submittals, and administrative tasks.
Duties and responsibilities
Maintain, update, and organize job files, folders, and schedules
Improve and execute submittal process
Assist on RFPs (Request for Proposal) and maintain up to date RFP boiler plate information
Deadlines and site visitsRFP due date and understand criteria

Read, study and understand contracts and specifications on awarded projects
Project billings, refresh locates
Complete job/customer set up to include the following:
Accurate Aspire inputBonding requirementsW-9sCOIsBilling time frames and procedures

Send recurring photos/videos and marketing updates to the marketing team
Secure quotes on materials and order them at appropriate times as well as deliver them to the appropriate location
Coordinate safety plans with the Safety Manager, Project Manager, and Crew Leaders
o Facilitate creation and submittal of any safety tailgates of our 52-week trail safety tailgates of job hazard analysis
o Submit safety paperwork
Assist in long lead items, such as RFPs, site walk visits, and material wait times
Coordinate Subcontract agreements and insurance requirements
Coordinate and attend the Makers and Breakers meetings
Issue initial Purchase Receipts (PRs)Perform other assigned tasks as required from meeting

Turnover and Warranty forms, As-Built trails GPS lines of every trail we construct to be stored in our database for linear feet of each completed trail to include detailed information on type, users, width, location, aggregate, etc.
Create time and material tickets using Aspire
Export timesheets to Payroll
Scan credit card receipts
Submit stormwater inspections
Export labor costs from Busybusy to Sage, update budgets in Sage
Add new employees to Busybusy, add new cost codes to Busybusy and Sage
Create/track POs
Request performance and payment bonds
Track permits
Gather basic information for project sheets
Other duties as assigned

Physical Demand & Work Environment
The employee must occasionally lift and/or move up to 30 pounds (must ask for help when lifting over 50 pounds)
This job, at times, requires stooping, kneeling, crouching
This position is in an office setting