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Project Coordinator

Department: Program Management
Location: Chicago , IL

Company Overview:

Milhouse Engineering & Construction is a Chicago-based firm with 16 years of experience in the Aviation, Facilities, Gas, Power, Transportation, and Water/Wastewater sectors. Milhouse has experienced phenomenal growth evolving into a professional, full-service engineering and architectural consulting firm to provide Civil, Construction, Electrical, Energy, Mechanical, Environmental, Heavy Industry, and Structural engineering services along with Architectural services. With more than 200 professionals and offices in multiple locations across the country, Milhouse commits to delivering quality services on budget on schedule with integrity to clients in the federal, private and public sectors. Milhouse provides the highest level of total customer satisfaction by listening to, and responding to every client, and utilizing best business and technology practices. By developing and utilizing some of the industry’s “Best in Class” talent, Milhouse has received numerous awards and recognitions, including being named one of the 2017 winners of the “Chicago’s 101 Best and Brightest Companies to Work For” award for the 13th year in a row.

REPORTS TO: Project Manager

OVERALL OBJECTIVE: Provides project level support in the areas of cost control, schedule control, quality control and
document control for the Residential Sound Insulation Program.

JOB COMPLEXITY/SCOPE: The primary responsibilities of a Project Coordinator include supporting a Project Manager
with pre-construction, construction and close out phase of project delivery. Their duties include but may not be
limited to: pre-construction meetings, submittal review and approval, preparation for field measurement meetings,
document preparation for acoustical treatment construction within the homes, weekly progress meetings, cost
control, schedule control, quality control, document control, change management, payment application processing,
and project close out.

SUPERVISION: Reports to a Project Manager and is expected to work independently with little instruction on day-today
work. Will periodically work with the Manager of Construction on special assignments.


  • Assist with the preparation and management of the Pre-Construction Meetings.
  • Provide the primary management of the submittal review and approval process.
  • Assist with the preparation for the Field Measurement Meetings in all homes including the preparation of all field documentation.

Construction Phase

  • Prepare all construction related documentation needed to support sound insulation construction within the homes including contract files and field folders for Inspectors, inserting copies of construction modifications, homeowner authorization forms, construction inspection forms, daily reports, QAQC forms, field measurement checklist and lead hazard forms.
  • Prepares logs for schedules/schedule updates, shop drawings, product data, insurance, requests for subcontractor/supplier approval, correspondence, field orders, and product replacement. Follows up with contractor as required.
  • Provide document control services including scanning and uploading documents to a standard folder structure.
  • Provide support to the Project Manager for weekly contractor progress meetings including preparing meeting minutes and updating and distributing all tracking logs.
  • Assist with Schedule Control including approval of baseline schedules and approval of weekly and monthly project schedules.
  • Assist with the review, approval and processing of all contractor proposals and field orders.
  • Establish quantities for monthly payment estimates, reviews contractor's payment estimates and back-up (sworn statements, waivers, payrolls, material receipts), etc., to ensure compliance with contract specifications regarding method of payment and measurement.
  • Track and calculate potential Liquidated Damages as applicable.
  • Works directly with contractor to obtain contract-required documentation.
  • Reviews and audits Quantity Inspector Reports (QIRs). Audits quantities from contractors to ensure contract compliance and consistency with field order logs; posts audited quantities into quantity book.
  • Coordinate with Customer Service Representatives on communication with homeowners including construction schedules.
  • Coordinate with Contract Administration on the overall management of the contract.

Close Out Phase

  • Review all construction documentation for each home including contractor compliance with the contract documents, final quantities and outstanding services and documentation required by the contractor.
  • Reconcile final quantities with the contractor and provide support necessary to process the final pay application.
  • Assist with the achieving of all contract documents.


  • Bachelor’ s degree preferred plus 2 years of related construction project coordination experience.
  • Experience working with public entities (CDA, CDOT, CTA, etc.)
  • Must be an intermediate-level user of Microsoft Excel.
  • High proficiency with Word, the Internet, Excel, database, and email software.

Flexibility and Adaptability

  • Adjusts to new or changing assignments, processes, and people.
  • Demonstrates willingness to listen to other opinions.
  • Provides examples of shifting from task to task.

Learning Oriented

  • Demonstrates grasp of new information and its implications.
  • Seeks out and relies on others in areas of own limitations.
  • Applies feedback and changes behavior accordingly.

Oral Communications

  • Utilizes techniques to verify that a verbal message was received as intended.
  • Uses language appropriate to audience.
  • Listens without defensiveness or excessive self-reference.


  • Actively participates in team meetings.
  • Demonstrates open, friendly, accepting, and supportive behaviors with team members.
  • Fulfills personal duties and responsibilities assigned by the team.

Problem Solving

  • Can discuss problem reporting and escalation practices.
  • Identifies potential and actual problems or conflicts in own area.
  • Utilizes accepted procedures for problem analysis and resolution.

Written Communication

  • Produces written materials relevant to own work and department.
  • Uses organization's guidelines for writing reports, correspondence, documentation, etc.
  • Welcomes and uses feedback/editing assistance.


  • Ordinary ambulatory skills sufficient to move throughout the office;
  • The ability to exert up to 10 pounds of force occasionally and/or a negligible amount of force constantly to move objects;
  • Good hand-eye coordination; the ability to reach with hands and arms; and arm, hand, and finger dexterity, including the ability to grasp;
  • Close visual acuity to use a keyboard, operate office equipment, prepare and review data and figures, and view a computer monitor;
  • The ability to talk and hear;
  • The ability to work in an upper level of a high-rise office building (Cotter Chicago office and some client offices);
  • The ability to handle temperature changes consistent with inside environmental conditions; and
  • Mental abilities including remembering, reasoning, concentrating to remain on task, reading, problem solving, managing concurrent tasks, and the ability to understand and follow directions.

For job duties that require visiting a construction work site, the following is required:

  • Normal color vision;
  • The ability to ascend and descend ladders, stairs, scaffolding, ramps, etc., using feet and legs and/or hands and arms;
  • The ability to move across uneven surfaces and the ability to maintain body equilibrium to prevent falling on uneven or slippery surfaces;
  • The ability to stoop, kneel, or crouch;
  • The ability to stand for sustained periods of time;
  • The ability to work in confined spaces and narrow passageways;
  • The ability to work in high places; and
  • The ability to handle outside environmental conditions including extreme heat, extreme cold, loud noise levels, fumes, odors, dusts, gases, and oils.

For the thirteenth consecutive year, Milhouse Engineering & Construction, Inc. has been selected as Chicago’s 101 Best & Brightest Companies to Work For. 

Milhouse Engineering and Construction, Inc. is an Equal Opportunity/Affirmative Action Employer

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