Project Coordinator Assistant

Project Coordinator Assistant

About Us:

ICS Consulting, Inc. is a solutions-based consulting firm, specializing in planning and project-related solutions. At ICS, we care about people. We care about the success and well-being of our clients, employees, and communities. This translates into an unparalleled work environment and a superior client experience that thrives on integrity, quality, collaboration, and smart innovation. Through our culture shaped by our values, our mission of positively impacting people through innovative facility solutions will be possible.

ICS is looking for a Project Coordinator Assistant to join our growing team of professionals in our Blaine, MN location.

The Project Coordinator Assistant is responsible for assisting the Project Coordinators and Project Managers on day-to-day operations. This position will be responsible for organizing and contributing to project activities. The Project Coordinator Assistant will be a source of communication for all individuals related to a project.

Essential Duties and Responsibilities:

  • Main backup coverage of the Front Desk duties including phones, mail, and UPS
  • Assist Project Coordinators in daily operations and facilitate the following:
    • Managing of projects:
      • Create bid packages
      • Maintain bid lists
      • Issue addenda
      • Provide plan holders list to contractors
      • Create bid box for project managers (bid tabulation spreadsheet, signage, date stamp, etc.)
      • Post bids and oversee bidding materials
      • Issue recommendation letters to project owners
      • Create submittal template spreadsheet for Procore
      • Create and maintain documentation (contracts, change orders, AIA documents, project books, certificates of insurance, etc.)
      • Manage Procore database
      • Bid packages
      • Pay applications
      • Plans and specifications
      • AIA documents
      • Punchlists
      • RFIs
      • Update contract amounts
  • Facilitate project closeout:
    • Issue award letters to contractors
    • Create AIA documents and submit to contractors
    • Contact needed parties for signatures and track progress
    • Obtain operation and maintenance manuals, along with as-built drawings
    • Create letters for the project owners and send all needed materials
  • Other duties and responsibilities as assigned

Qualifications (Education, Experience, and Licenses/Certifications required):

  • 2+ years’ experience in administrative or clerical work
  • 1+ years’ experience in the construction industry
  • Proficiency in the use of Microsoft Office products
  • Proven ability to maintain excellent integrity and ethical standards within role

We are an Equal Opportunity Employer. We consider all qualified candidates regardless of veteran, race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, genetic information, or any other status protected by law.

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