Production Coordinator

A Production Coordinator for BOWA assists the BOWA Production Managers with readying a project for Construction as well as assists in tracking costs throughout the project to ensure the project remains within its expected budget. The Production Coordinator works closely with the Production Managers and Accounts Payable Department, as well as communicates with subcontractors and vendors throughout the lifecycle of the project.   

Roles and Responsibilities 

•    Assists Production Manager with preparing jobs for construction
•    Oversees project costs vs. budget
•    Communication with subcontractors and vendors
•    Assists with Change Authorizations
•    Reviews and management of job invoices

Essential Duties and Responsibilities 

•    Schedules and participates in Construction Commitment Reviews, and Construction Contract Reviews
•    Assists Production Managers with project related administrative tasks as requested, i.e., client and accounts payable invoices
•    Prepares for Construction Contract Reviews by reviewing the architectural plans, project budget, clarifications, and selection schedules
•    Attends Project Huddles as needed
•    Reviews project material quotes and subcontractor bids to ensure alignment with projected budget; Requests updated bids/quotes as needed from subcontractors/vendors during project lifecycle
•    Hosts Buyout Meeting prior to Construction Commencement and is responsible for sending all proposals and material orders to subcontractors and vendors in a timely manner
•    Orders materials (online, via BOWA Partner, showroom, etc.), including long lead time items, as needed and tracks orders from placement through delivery; Assists in setting up returns as needed 
•    Assists with finding alternative purchasing sources or alternative selections when material items are out of stock or cancelled
•    Enters commitments into Sage Timberline Accounting Software and uses various reports to help track costs throughout the project, reporting to Production Managers any discrepancies.  
•    Creates and tracks Change Authorizations (CA) and signs off on any subcontractor change orders related to CA, capturing project changes after CC and close out allowances
•    Reviews invoices and communicates with subcontractors or vendors regarding any billing issues. 
•    Conducts monthly Percent (%) Complete meetings to review each project budget and communicates results to PDM, AP Manager, CDB EVP, and CFO for financial analysis and reporting
•    Updates Ops Tracking Spreadsheet and attends Ops Meeting
•    Responsible for sending DocuSign documents to clients for Design Contracts, Construction Commitments, Construction Contracts, and Change Authorizations as needed. 
•    Assembles Project Manager notebooks prior to Pre-Construction meeting to include all relevant information on construction project
•    Creates Homeowner Leave Behind Manuals at Project completion to include maintenance recommendations, material care, warranty care, as well as project specific information such as paint/grout schedules and manuals
•    Prepares permit submission packages for required building permits; submits permits and follows permit status through review process until approval; Obtains all required trade permits from project Subcontractors
•    Sets up Projects in Tertius (DCRA's online website) for DC Projects using 3rd party inspectors

Supervisory Responsibilities: 

•    This position does not have any supervisory responsibilities

Preferred Requirements 

•    Bachelor's degree in business administration, Construction Management, or a related field
•    Working knowledge of construction processes and the full project lifecycle; prior construction experience preferred
•    Strong customer service orientation with excellent interpersonal, communication, and organizational skills
•    Highly detail-oriented with the ability to manage multiple priorities effectively 
•    Adept at multi-tasking and strong attention to detail needed
•    Proficient in Microsoft Office (Outlook, Excel); familiarity with accounts payable software a plus 
•    Experience with construction management software (e.g., Sage CRE 300, Buildertrend) preferred