Job Summary

The New Pools Construction Division builds approximately 800 new swimming pools per year. The Construction Project Coordinator plays a critical role in providing professional, timely, and effective communication with customers while managing project schedules.

This position builds strong relationships with customers, gaining their trust and confidence in Shasta Pools. The coordinator consistently delivers friendly and compassionate customer service while managing 50+ active projects at any given time. You will assist Project Managers with project details and schedules, ensuring smooth construction processes and excellent customer experiences from start to finish.

Duties/Responsibilities

• Review “Job File” contents (including Spec Sheet, Contract, Plan, Permit, Owner invoice setup, and any other relevant documents).
• Review build-out plan in project management software to ensure scope of work and accuracy.
• Assure discreet handling of all business.
• Perform general clerical duties to include but not limited to copying, scanning, mailing, and filing.
• Maintain electronic file structure.
• Make “Introduction Call” to Customers (within 2 working days of Job File receipt) to review the Construction.
• process. Advise Customer of the assigned Field Superintendent & provide contact numbers. Confirm best method of communication (including phone, email, text, or project management portal).
• Discuss (as applicable) Customer responsibilities such as Phase Payments (confirm method of payment), Safety Barriers, City Inspections, Interior Finish Instructions, and other work to be performed by Customer. Confirm basic contractual information (Interior Finish type/color, other color selections, Close of Escrow, etc.).
• Effectively communicate every 2 days during the active construction process to keep them apprised of the progress or schedule shifts. Be proactive to get the project back on track and update software accordingly.
• Promptly respond to all voicemail messages, emails, or direct messages through the project management app within a timely manner.
• Update CONSTRUCTION COORDINATOR Customer Tracking Board to reflect current Construction Phase of each respective Customer, weekly.
• Schedule, coordinate, and manage all production schedules unique to project specific scope of work.
• Manage schedule shifts and control variables as they arise to proactively move project forward.
• Document and record necessary information from trades and manage construction Ghantt chart.
• Order/schedule any repair work, follow up on repairs, track in project management system, and update notes for invoicing purposes.
• Alert superintendent, or any other relevant internal team members of job roadblocks to keep production moving forward.
• Call and coordinate all Municipality inspections as necessary for all corresponding permits on each project. Follow up to obtain inspection results on the day the Inspection was to have been completed.
• Record inspection results and upload supporting documentation if applicable.
• Notify the customer when a progress payment is due.
• Release payments and create invoices for Accounts Receivable.
• Move production schedules forward when payments are received and confirmed by AR.
• Liaise and coordinate with Sales Representatives, First Impressionists, Processors, Permit technicians, Centralized Scheduler(s), Superintendents, Construction crews, Leadership, and other key team members to ensure pool moves smoothly through all construction stages.
• Liaise with outside representatives such as landscapers, home builders, and city inspectors to effectively manage and produce timely schedules.
• Issue Construction Change Orders requests if applicable. Fill out the change order request form and submit it to the processor.
• Release, invoice, and collect change order payments.
• Update and maintain project management software to accurately and thoroughly document all appropriate communications pertaining to project.
• Work with Customer to help resolve all issues/grievances and perform all other duties as assigned.

Required Experience/Qualifications

• 2+ years’ experience in a project coordinator role or related customer service experience.
• High School diploma or equivalent. College-level coursework preferred.
• Motivated, self-starter, quick learner, able to work independently in a fast-paced environment.
• Strong organization and project management skills to handle multiple tasks simultaneously and provide timely follow-up to customers.
• Previous experience managing multiple accounts in varying phases of completion.
• Strong data entry and PC skills, proficient with Microsoft Office software.
• Excellent phone etiquette, strong interpersonal and (English) verbal communication skills.
• Professional, customer service oriented, team player with a positive attitude.
• Pool industry experience a plus. Bi-lingual a plus

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is Frequently required to stand; walk; sit; occasionally use hands to finger, handle or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Work Environment

The work environment characteristics described here are representative to those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is not exposed to weather conditions.

Shasta Industries Inc. is an Equal Employment Opportunity Employer committed to diversity and inclusion in the workplace. Shasta Industries Inc. will not tolerate discrimination against any applicant for employment or employee on the basis of age (40 and over), ancestry, color, religious creed, gender, gender expression, gender identity, genetic information, marital status, medical condition, mental disability, military or veteran status, national origin, physical disability, race, receipt of public assistance, sex, sexual orientation, or any other status protected by federal, state, or local laws. This commitment governs all aspects of employment including, but not limited to: hiring, promotion, demotion, transfer, layoff, termination, compensation, discipline, and access to benefits and training. Additionally, Shasta Industries Inc. is committed, in accordance with applicable law, to making reasonable accommodations for job applicants and employees based on a qualifying disability, a sincerely held religious belief or practice.