This document outlines the duties of a job coordinator which include issuing purchase orders, handling concrete requests, submitting utility locate tickets, processing insurance certificates, assisting with clerical tasks like filing and copying, preparing bids, maintaining billing spreadsheets, providing payroll information, setting up new jobs in tracking systems, verifying equipment usage, attending meetings, and assisting management. Key responsibilities also involve maintaining job lists with status updates, a field employee spreadsheet, and producing invoices.

1. SUMMARY:
Coordinates job activities and assists Estimating Director/Superintendents/VicePresident by
performing clerical work administrative and business detail by performing the following duties.
ESSENTIAL DUTIES INCLUDE:
 Issuing purchase orders for job material
 Handling all concrete requests, which includes placing, verifyingand updating ordersif
necessary
 Submitting New Miss Utility ticketsand updates
 Processing all certificate of insurance requests, this includes sending out all updated
certificates for jobsthat are still in progress(yearly)
 Clerical duties filing, copying, notarizing, etc.
 Totaling new bids before submittal
 Creating and maintaining billing spreadsheets for contracts/tasks withincontracts, any
change in contract amount (change orders etc.)
 Provide Payroll department with a copy of wage rates for each contract
 Identifying which contracts requirecertified payroll, providingcontact info. Address and
number of copies to be sent
 Setting up all new jobs on separate Excel spreadsheets, within Vista by Viewpoint and
T&M’s
 Verifying Fleet hours
 Attend & Contribute to weekly “Cash Flow” Meetings
 Attend & Contribute to monthly Superintendent Meetings
 Attend & Contribute to monthly “ProgressMeetings” at State Highway Admin. Office
 Schedule and verify time and date of each monthly Superintendent Meeting
 Assisting Rommel’s President, PM, Supers, Project Coordinator, Vice President with various
tasks
 SHA Monthly payment verification reports
 Research job numbers for each Miss-Utility ticket listed on Invoice(s) received
 Producing an A/P report for Receptionist to complete monthly SHA payment verification
forms, by month, job/vendor/contract.
 Pulling material certificatesthat are required by state highway
 Assisting Guests that come in whenever reception is away fromdesk/unavailable
 Filing
Maintain andupdate Job list which includes:
 Job number/Contract Number
 Location of task/job
 Listing the contract owner
 Identifying which super is handling each task or job
 Received date, NTP, completion date and in some cases number of days to complete task
 Specify contract termwhen applicable
 County
 Maintain and update job statuses (active, hold, redline, green line)
 Maintain & update contract amounts, percentage complete
 Update monthly: Notes, concerns, issues, etc. these notesare produced fromnotes taken
during each Super meeting

2. Maintain fieldEmployee spreadsheet:
 Adding/Removing Employees
 Updating employee number
 Name abbreviation
 Classification (Laborer, Operator, Foreman etc.)
 Identifying the corresponding superintendent for each employee
 Listing each employee’s date of hire
Billing:
 Produce all invoices, breakdown for the invoice, cover sheet, and track stock material when
applicable.
 Maintain Billing Files
 Booking Invoice creditswhen necessary (this applies for debitinvoices as well)
 Booking all invoicesinto Vista by Viewpoint, copying, scanning and mailing
 Recording any/all change orders to any given contractor job in Viewpoint
 Maintain record of each invoice in an Excel “Bill tracking” spreadsheet
 Setting up all new REC jobs and T&M’s in Viewpoint
 Provide a copy of each stock or “inventory withdrawal” spreadsheetfor any given invoice
when applicable
 Verifying all billing cutoff datesare met when contracts specify a deadline per month
 Completing AIA documents when contract specifies this type of billing