Project Coordinator

Salary Level 5

Full-Time

Non-Exempt

Typical Hiring Range: $23.79/hr. to $30.02/hr.

To be considered for this position, candidates must complete an application by visiting gspairport.com/careers.

Position Summary (Primary Function)

The Project Coordinator is responsible for providing administrative support to the Planning and Development department, including preparing and maintaining documentation of project records, advertising for professional and contract services, assisting in preparation of change orders and contract amendments, and coordinating communication with internal and external partners of the Airport District.

Responsibilities (Essential Functions)

• Maintains department files and records in accordance with established department procedures.
• Handles administrative responsibilities to support the department.
• Prepares, tracks, distributes, and files letters, forms, reports, contracts, bids, requisitions, purchase orders, and other documents related to the Planning and Development department.
• Reviews project invoices, and routes for appropriate signatures and approvals, to ensure expeditious payment of expenditures. Collects and prepares accounting information for transmittal to the Finance Department for payment.
• Attends pre-bid meetings, bid openings, pre-construction, and project meetings and prepares meeting minutes.
• Maintains and coordinates department staff calendars through electronic, verbal and manual means.
• Assists in preparation of written materials such as emails, correspondence, memos, budgets, costs, bid invitations, calendars, and schedules to document activities, provide references, and convey information.
• Maintains a central filing system containing a variety of hard-copy and electronic files and records such as architectural publications, material samples, District directives and approvals, and job-related communications.
• Tracks project certificates of insurance to ensure completeness, monitor expiration dates, and manage renewals.
• Coordinates project invoices, obtains necessary signatures and approvals, and forwards them for processing.
• Collects and routes requests for project information, submittals, documentation and drawings to appropriate Planning and Development staff and project professionals.
• Assists Project Managers with proposed change orders, obtains the required signatures for each project, and prepares final change orders as needed.
• Assists Planning and Development with preparation of federal reports including OTA reports, FAA quarterly reports, and state reporting.
• Receives, date-stamps, and promptly distributes department mail to the appropriate personnel. Determines the delivery method for outgoing mail such as certified, recorded, regular, or hand-delivered and tracks its status, and prepares the necessary mailing forms.
• Orders supplies and materials in accordance with standard purchasing procedures and maintains an accurate inventory of materials.
• Other duties as assigned.

Education Requirements

• High School Diploma or GED, required.
• Associate or Bachelor’s degree in Business Administration, Project Management, Aviation Management, or a related field, preferred.

Experience Requirements

• Minimum of five (5) years of experience in project coordination, administration, or a related field is required.

Knowledge, Skills, and Abilities

• High level of proficiency in the use of a personal computer is necessary, including skills in Microsoft Office (Word, Excel, PowerPoint, SharePoint, etc.).
• General understanding of construction, engineering, maintenance, and facility operations practices, policies, and procedures.
• General understanding of accounting principles and practices.
• Ability to learn airport programs, FAA operating rules, regulations and procedures.
• Strong verbal, non-verbal and written communication skills; capability for analytical thinking.
• Ability to exercise judgment and discretion in applying and interpreting policies and procedures.
• Adheres to all work-related safety rules, procedures, and regulations, taking necessary precautions to comply with the Airport District’s safety policy.
• Ability to work independently and contribute to a team environment to achieve success for the organization.
• Ability to establish and maintain effective working relationships with internal and external partners of the Airport District.

Supervisory Responsibility

• None.

Licenses Required

• Valid Driver’s License.

Certifications Required (Must have or be willing and able to obtain)

• None.

Latitude/Independent Judgment/Accuracy

• Working under limited supervision using standardized practices and/or methods.
• Reasonable care for equipment/process will prevent injury/damage.
• Responsible for own work but must coordinate work with others.

Working Conditions

• Exposed to normal office environment, normal aviation/industrial environment and normal construction/project site environment.
• Typical office environment with frequent sitting, walking, standing, and occasional climbing, stooping, kneeling, pushing, crouching, crawling and balancing.
• Frequent use of eye, hand, and finger coordination enabling the use of office machinery. Oral and auditory capacity enabling interpersonal communication as well as communication through devices such as a telephone.
• Mental and/or Visual Demand - Mental and visual demands vary with function performed. Consistent mental attention is needed to monitor workflow and respond efficiently. Frequent work or travel in or near roadways, parking areas, and aircraft ramp areas require constant vigilance of vehicles, aircraft and traffic equipment.
• This position is subject to inside and outside environmental conditions, including extreme hot and cold weather, noise, and physical hazards.
• Attentiveness to work procedures will reduce potential risk of injury in work areas.
• This position may require work outside of normal scheduled working hours to include but not limited to weekends and holidays, and overtime duty.

Other Requirements

• Must be able to complete and pass a background investigation, drug screening, and physical examination as per Federal, State, and GSP Airport District requirements.

The Greenville-Spartanburg Airport District is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.