Manage the seasonally changing workflow of approximately 5,000+ projects per year to meet departmental hurdles.
ROLES & RESPONSIBILITIES:
-Interface with vendors to get documentation required to complete the File Maintenance Process to be set up in Oracle as a Darden Vendor.
-Track, analyze and review all contract documentation to execute and award contract to vendor.
-Create all Purchase Orders for each project to Vendor and pay invoices.
-Research and resolve all issues relating to contracts, invoice payment and legal issues.
-Register and maintain the Facility Vendor Data Base with vendors’ information and qualifications.
-Perform various special projects as requested by the Supervisor or Directors of Facilities.
-Review, process and reconcile all pay requests and change orders for each project and be responsible to store documents with the Lien Waivers in the project folder in OPM.
-Assist the Facilities Manager by creating and executing projects.
-Manage issues between FM's, vendors and the operators.
-Coordinate with CPMs and in-house Design Managers the preparation of Construction Bid.
-Packages for distribution to General Contractors, including preparation of Bid Invitations and Supplemental Instructions to Bidders, and coordinating with Design Managers for the distribution of plans to vendors in order to receive timely quotes through Expesite.
-Coordinate Pre-Bid Telephone Conferences as requested by CPM.
-Prepare contracts for Darden construction projects, including General Conditions, Notices of Commencement and Notices to Proceed.
-Coordinate communication between in-house Designers and CPMs and outside vendors throughout the project as requested.
-Research and resolve all construction overruns with the respective Managers.
-Input/Update Expesite and Oracle budget spending.
-Approve General Contractor’s buyouts through Expesite to accurately capture spending.
-Contact vendors and contractors to notify them of milestone date changes; interface with in-house Darden staff as necessary.
-Maintain the Qualified Contractors List including annual qualifications of GCs.
-Coordinate procedures that aid in monitoring status at all times of architects/contractors requests for payment, lien waivers and change orders; secure the necessary required close-out documents before final payment is made to contractors.
-Review, reconcile and process all Pay Requests, related Change Orders and Invoices for payment; maintain records on lien releases as related to progress payments.
-Research and understand lien laws from state to state.
-Maintain accurate documentation throughout duration of project including all project filing.
-Prepare Turnover Packages including: subcontractor lists, as-built, warranties, etc. for assigned projects.
-Maintain GC Web Site with all upcoming project information.
-Collect all receipts and electronically prepare expense reports for CPM approval; submit all hard copy information to appropriate department.
-Screen/route calls; take clear, concise and accurate messages; handle soliciting vendors and contractors.
-Schedule meetings between team members and internal/external contact as requested.
-Provide administrative support for CPMs, DPMs, SDM, FMs and Directors such as: copying, sorting & distribution of mail and editing & composing routine memos & letters, etc.
-Perform special project work as requested.
-Support DO’s, MP’s, GM’s and FM’s in executing Service Agreements.
-Maintain Restaurant Service Agreement Database.
-Interface with Legal to maintain/update and create contracts, agreements, etc.
-Interface with Tax, Purchasing, Rest. Supply, Accounting, i.e. various departments for day to day operations.
REQUIRED TECHNICAL SKILLS:
-Working knowledge of all MS Office applications and an accurate typing speed of at least 50 wpm.
-Current expertise in the use of database financial, time recording and management reporting software.
-Customer Service of Excellence.
-Must work well in a team setting.
-Excellent organizational and follow through skills.
-Excellent written and verbal communication skills and the ability to interact professionally with other departments and outside contacts.
-Excellent mathematical aptitude & ability to work with numbers/budgets.
A high school diploma or the equivalent is required.
OTHERY KEY QUALIFICATIONS:
-5 plus years coordinator/support experience in a fast-paced environment working with minimal supervision is a must.
-3 years’ experience in a design/construction/facilities environment.
-Ability to complete a heavy workload in a fast-paced environment with minimal supervision.
-Ability to support a minimum of 5 team members.
-Ability to handle multiple tasks, work under pressure and meet deadlines.
-Ability to compose and edit routine letters and memos.
-Good judgment and decision making abilities.
PREFERRED SKILLS AND EXPERIENCE:
-Some college preferred
-Flexibility to work overtime