Assistant Project Coordinator - Stoughton, WI

Primary Responsibilities

Assist all departments in multiple aspects of project coordination including:

• File and store necessary design and contract documents per project. Distribute watermarked drawings to all appropriate parties using email and the ZJ Box account.
• Print and process various drawing sets to support all departments.
• Prepare reports, prints, and distribute drawings to the shop for new releases, revisions, and problem slips.
• Maintain all file structures in Box, Bluebeam Studio, and ZJ directories.
• Prepare transmittals and watermark drawings to be sent in or out for approval, checking, field-use, Notices of Change, and as-built sets.
• Maintain, check, and prepare UPS or Fed-Ex shipments and records.
• Enter pertinent information into Tekla Production Control and Project Management modules for all projects.
• Order supplies for the Print Room and review invoices.
• Scan/Print to support Estimating functions.
• Prepare “Weight Release”, update and distribute weekly.
• Maintain “On Hold” or “Off Hold” duties per project using Tekla.
• Transfer closed project folders and archive folders.
• Document Print Machine Activity: Number of copies per month, Service calls, etc.
• Utilize Tekla to combine parts in Production Control with material in inventory.
• Prepare accurate, organized, and concise scope directives and request for quotes for subcontractors and suppliers to compile accurate pricing prior to bid submittal.
• CNC File Processing Support – CNC/CAM file conversion and processing.
• Procuring job inventory and materials, including quotes & coordination.
• Request for Information (RFI)/Submittal management – including logging, filing, distribution, and follow up.
• Change Order review and take-off.
• Assist in processing, production control, print room, and purchasing departments as needed.
• Monitoring and supporting engineering, fabrication, and subcontractor delivery deadlines.
• Manages administrative aspects of contracts (change orders, billing, insurance) by working closely with administrative staff, designers, and project managers.
• Performs special projects and completes all other duties as assigned or requested for the general support of the organization.

Minimum Qualifications         

• High School diploma or equivalent education.
• Ability to work in a team environment.
• Ability to identify and resolve contract document conflicts and errors.
• Excellent time management skills with high attention to detail and ability to coordinate multiple projects.
• Proficient communication and interpersonal skills with the ability to communicate effectively with all levels of the organization, as well as with customers and vendors.
• Strong analytical and problem-solving skills with great attention to detail.
• Proficient with Microsoft Office Suite (Word, Excel, and Outlook).
• Bluebeam and Bluebeam Studio experience is a plus.
• Tekla Powerfab or other ERP software experience is a plus.
• Familiar with reading structural drawings and construction documents.

Applications submitted without a resume will not be considered.