Job Summary
Provides Project Administrative support to the staff of the Planning, Design and Construction (PDC) Department. Ensures timely and accurate flow of construction project-related information and documents for approvals and action to keep the project moving, such as; processing funding, contracts, purchase requisitions, invoices, regulatory compliance documents; status updates and metrics. Additionally, performs daily database administration duties ensuring the Departments Project Management Control System (eBuilder eB) is properly integrated with the Companies Financial Control System (PeopleSoft PS) for financial control of the projects funding.
Essential Functions
- Reviews Project requests and completes the project creation process, ensuring correct approvals and financial information for project setup in eB. Rejects requests not meeting requirements and starts the estimating or small project PO process when project setup is complete.
- Reviews Project Funding requests for correct backup and approvals and enters as a PS funding requisition. Ensures PS entries have proper capital accounting and eB integration codes to keep the financials system synchronized. Notifies Project Manager and IT when funding is approved.
- Reviews Service contract requests for proper sourcing approach as required by our Construction Project Execution Policies. Coordinates Procurement Department’s approval for contracts requiring Capital Authorization documentation. Maintains approval documentation with the requisition when inputting into PS. Ensures PS entries have proper capital accounting and eB integration codes to keep the financials system synchronized. Forwards approved PO’s and Contracts to Service Providers upon approval.
- Coordinates Procurement Department’s approval for equipment requiring Capital Authorization documentation. Maintains approval documentation with the requisition when inputting into PS. Ensures PS entries have proper capital accounting and eB integration codes to keep the financials system synchronized.
- Performs initial review of Construction Manager AIA Type Payment Applications to expedite PM approvals. Requests missing information prior to forwarding to PMs for approval.
- Prepares Notice of Commencements as required. Notarize and forward to the projects CM to file with the County.
- Performs A/P Invoice Reconciliation. Work with AP and Procurement when Kofax or AP creates errors on invoice matching in PS. Identify correct lines for charges to ensure we are not overbilled.
- Performs project closing review and reconciliation when projects are completed. Ensure all commitments are complete or get documentation to reduce unused portions. When complete close project in eB and forward information to Property Accounting for PS closing of the project.
- Supports Contractor badging process by showing the training video, conducting and grading the test and coordinating badging with security.
- Supports the regulatory compliance process by providing draft compliance reports one week prior to reporting dates to remind staff to complete their compliance paperwork. Pull and report all compliance metrics into BWise as required.
- Generates and distributes the Monthly Project Status Reports to Administration as required.
- Generates Monthly Project Volume and Performance Metric reports for the Department.
- Performs the following eBuilder database administrations tasks to ensure a stable and accurate system:
- Daily PS to eB integration process review; verify successfully completed, resolve rejects, work with PS and eB IT as needed.
- Daily process administration review to ensure all processes have actors and resolve where missing.
- Monthly Data scrubbing to ensure all projects have complete data prior to running monthly status reports.
- User account maintenance and training as required.
- Train new Project Coordinators to the process and procedures associated with the above activities.
- Maintains and contributes to a safe work environment.
- Uses tools and equipment appropriately.
Qualifications
- Preferred Associate's Degree or Bachelor Degree from an accredited institution in Accounting, Business, Architecture, Engineering, or Construction Management.
- 3 years of relevant experience Three to five years of experience performing clerical/administrative work and organizing projects and/or processes is required. This typically includes: working with high-level client management staff members in a clerical/administrative function.
- Highly organized with strong analytical skills.
- Strong interpersonal skills with an ability to interact with executive level external and internal clients.
- Organizational skills with the ability to identify and manage priorities.
- -Excellent written and verbal communication skills. Required
- Detail oriented Experience in construction management or real estate. Preferred
Primary Location
SITE - Beaumont Service Center - 26901 Beaumont Blvd
Department Name
Facilities - Construction
Employment Type
Full time
Shift
Day (United States of America)
Weekly Scheduled Hours
40
Hours of Work
8 a.m. to 4:30 p.m.
Days Worked
Monday to Friday
Weekend Frequency
N/A
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Corewell Health is committed to providing a safe environment for our team members, patients, visitors, and community. We require a drug-free workplace and require team members to comply with the MMR, Varicella, Tdap, and Influenza vaccine requirement if in an on-site or hybrid workplace category. We are committed to supporting prospective team members who require reasonable accommodations to participate in the job application process, to perform the essential functions of a job, or to enjoy equal benefits and privileges of employment due to a disability, pregnancy, or sincerely held religious belief.
Corewell Health grants equal employment opportunity to all qualified persons without regard to race, color, national origin, sex, disability, age, religion, genetic information, marital status, height, weight, gender, pregnancy, sexual orientation, gender identity or expression, veteran status, or any other legally protected category.
An interconnected, collaborative culture where all are encouraged to bring their whole selves to work, is vital to the health of our organization. As a health system, we advocate for equity as we care for our patients, our communities, and each other. From workshops that develop cultural intelligence, to our inclusion resource groups for people to find community and empowerment at work, we are dedicated to ongoing resources that advance our values of diversity, equity, and inclusion in all that we do. We invite those that share in our commitment to join our team.
You may request assistance in completing the application process by calling 616.486.7447.
