Job Description

Blair Fire Protection is the company of choice for fire protection systems from design, installation, and service to complex specialized systems. We are seeking a seasoned Project Coordinator to support our sales, design, and finance teams onsite.

The Project Coordinator will report directly to the Accounting Manager.

A Day in the Life – Project Coordinator:

Sales-Related Tasks

• Bid information – Responsible for Bid List and Bid Log
• Bid Submission
• Contract Management/Administration (Docusign)
• Job Estimates (PIS report) entry into Sage Intacct
• Bid Bonds
• Procure and provide COIs to our customers
• Identifying and managing changes to the project scope, including obtaining necessary approvals and updating project documentation.

Design-Related Tasks

• Submittals/Drawings
• Plan Approval/Tracking
• Permit Submission and Management
• Waterflow Information
• Procore administration
• Plotter Maintenance
• Assisting with the procurement process by obtaining quotes, negotiating contracts, and coordinating delivery of materials and equipment.

Finance and Administration-Related Tasks

• Assistance with collections
• Monitoring project expenses, identifying cost variances, and implementing corrective measures to stay within budget constraints.
• Maintaining comprehensive project documentation including contracts, permits, change orders, progress reports, and as-built drawings.
• Responding to requests for W9, ACH information, etc
• Managing the Administration of Lien Waivers received from customers
• Assistance with Supplier Waivers for our Customers
• Assistance/coverage as it relates to processing credit card payments for our customers
• New Vendor Package Completion
• Administration and setup of Customers’ Supplier Portals
• Assistance Service Sales through the job contract process (SOV Creation, Billing, etc)
• Assistance with managing proper sales tax applications within the Service Department
• Other Administrative tasks (ordering checks, stuffing AP envelopes, etc.)

What skills are required as a Project Coordinator at Blair Fire Protection?

• High School diploma or equivalent, required
• Associate degree in Accounting is a plus
• Minimum of 1-2 years previous bookkeeping/ accounting and or financial experience in a construction or related environment, preferred
• Strong understanding of the life cycle of a construction project and adhering to contract compliance requirements
• Strong attention to detail coupled with an attitude of perseverance and a proven track record of being able to follow through/complete a project
• Good verbal and written communication skills
• High level of organization and time management skills while working in an extremely fast-paced environment
• Ability to work independently, multi-task, and prioritize
• Flexible, adaptable, detail-oriented, and self-motivated
• Basic knowledge of Microsoft Word, Excel, Outlook, and modular accounting platforms (i.e. Sage, Viewpoint, PENTA)

Blair Fire Protection is an Equal Opportunity Employer.

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