Junior Project Coordinator - Task List

Daily Responsibilities:

• Respond to phone calls and emails, transferring information to the appropriate team member.
• Handle customer inquiries, maintain and update databases, and ensure all information is current.
• Manage customer inquiries, schedule appointments, and coordinate dispatching.
• Draft and prepare forms, contracts, invoices, and other necessary documents.
• Request pricing from suppliers for quoted projects and service repairs.
• Organize project files, including quotes, pricing details, drawings, permits, and other essential documents.
• Prepare quarterly inspection reports using technician notes.
• Communicate with clients to provide updates on repairs, coordinate service appointments, book service calls, and handle service-related correspondence.
• Perform general filing and data entry tasks.
• Work independently without supervision as required.
• Make cold calls to generate new opportunities for quotes, repairs, or maintenance proposals.
• Contact existing clients for lead generation and quoting opportunities.
• Review product returns with the team and coordinate returns to suppliers.
• Evaluate jobs for follow-up repairs, additional quotes, and material orders.
• Review the daily schedule with Andrei or relevant personnel before leaving each day.

Weekly Responsibilities:

• Review Preventative Maintenance (PM) inspections and create detailed reports.
• Check the folder system to track ongoing jobs and ensure completeness.
• Verify that folders for upcoming jobs are updated with mechanical drawings, shop drawings, plumbing and gas permits, and other required documentation.
• Prepare cost sheets for PMA clients, breaking down expenses for maintenance service calls, leaks, repairs, and capital projects. Categorize expenses to show budget allocations.
• Close out completed jobs by organizing all necessary documentation in the project folder, including incident reports, job cost sheets, and passed permits.
• Follow up with employees to ensure completion of safety paperwork.

Note:
This task list is subject to updates and changes as the company grows and evolves.