Lindsey Grassi
Project Coordinator
Reading,PA
Summary
Accomplished in project coordination and management, excelling in attention to detail and critical thinking, demonstrated at INTREN and MBR Construction Services. Skilled in spreadsheet tracking and customer management, adeptly balance multiple projects, ensuring 100% on-time completion. Flexible approach and problem-solving abilities contribute to efficient, client-focused outcomes.
Overview
10
10
years of professional experience
Work History
Project Coordinator
INTREN
04.2023 - Current
- Process job award emails to IA contracts for Regional projects
- Set up project folders and print job packets
- Photocopied, distributed and emailed documents to project managers
- Maintain Project folders and files
- Update and maintain job logs
- Create new jobs in INTREN systems or release newly crated jobs
- Work with the PM's / APM's to create monthly invoices
- Process monthly invoicing for Centrally Managed UG & OH, Regional UG & OH and PECO Storm jobs.
- Create the monthly PECO Accounting String for Regional Invoicing
- Upload invoices to Redwave once approved
- Maintain the Invoice Tracker
- Entering PLE"s to clean up jobs for closing
- Manage field calls
- Create and process change orders
- Upload SCN's to Redwave when approved
- Update the Redwave change order tracker
- Create and submit internal HR requests, Personal Change forms, etc.
- Pont of contact for IT support for both office and filed personnel - equipment request's, coordination of support, etc.
- Assist our GF's and Foreman with TAP issues, enter time as needed, provide IA job access for crew's not already on the project, etc.
- Review the payroll prelist
- Work closely with GF's, Payroll and HR to process corrections as needed
- Crate any timesheet corrections or short pays as needed
- Track and monitor the Forecast & WIR reports, sending monthly reminders to PM's / APM's
- Assisted with onboarding newly hired staff members as needed
- Run various reports
- Order office supplies for both office and filed needs
Estimation Coordinator / APM
Marx Sheet Metal & Mechanical
01.2022 - 01.2023
- Work with Field Superintendents to confirm all site employees time was entered and correctly accounted for, then submitted the report to our payroll administrator for processing.
- Entered time in FieldEase for all field employees and project managers.
- Collected expenses from our West Chester field employees and submitted the report to the payroll administrator for processing.
- Maintained and created Green Security Access for all new and renewing field employees.
- Worked with WorkNET on getting drug screening and medical testing set up and processed for Green Security access.
- Managed Estimation Email Box.
- Worked with Estimating Manager to determine the new projects we would be bidding.
- Created job number and project folders.
- Added all bids to a bid log to include bid date, info, final bid priced and if we were awarded the project.
- Maintained the Outlook bidding calendar
- Processed the bidding documents, drawings, specs, addendums, etc.. in Revu Bluebeam.
- Continued to monitor all open project for any new documents or changes to the bid may come out.
- Upload project files to a shared site for vendors to access for pricing.
- Request pricing and lead times from vendors for the project.
- Moved specs and drawings to a project folder when we are awarded a new job.
- Added bid to ComputerEase to track all projects. - awarded or not -
- Ran a weekly Estimating Department Data Report for management
- Procore Administrator - Created new projects and uploaded all files to Procore. Created profiles for employees and general contractors to allow proper access to the project files.
- Process service billing.
- Process hours vs. billing reports for the owner and upper management.
- Assisted project manager with AIA billings communication with general contractors, vendors and field personnel.
- Assisted with submittals, RFI’s and any additional tasks needed.
- Created T&M Tickets, Tool Request forms, and Superintendent Checklist forms.
- Entered data, generated reports, and produced tracking documents.
Administrative Assistant - Part Time
Curtis Bay
05.2021 - 01.2022
- Assist our Operations Manager with preparing daily driver route documentation for our Philadelphia location as well as our Reading location
- Contact clients to advise of any changes to their pick up schedule
- Reschedule driver routes or client pick up’s as needed
- Prepare completed client manifests to be distributed by our drivers at least once a week
- Review and process Daily Driver Batch Reports by double checking all paperwork for the day before and entering it into the Tower System for our billing department to review and submit for payment
- Work hand and hand with our Customer Service Department to provide excellent client care. Some potential issues may include but not limited to, cancellation or change in pick up requests by the client, any discrepancies in missing paperwork that wasn’t received, contact info change or a change in business hours, etc.
- Review client contract pricing from last year to this year.
- Making sure pricing is listed correctly in Tower to prevent any billing discrepancies.
- Maintain client files as well as employee files daily
- Maintain and prepare inventory for clients stored in house
- Performs administrative duties in the office such as data entry, word processing, running report, copying, faxing, and any additional duties as needed
Pre-Construction Coordinator/Assistant Project Man
The Warko Group
04.2018 - 07.2020
- Download bidding documents, RFI’s and addendum’s for the estimating staff
- Print drawings and create spec books
- Prepare and submit final bid proposals
- Communicated daily with general contractors, architects, engineers and clients
- Prepared and submitted pre-qualification documents
- Provided over all administrative and construction support to the project management team with project documentation including submittals, RFI’s, change orders, O&M Manuals & warranty letters
- Assisted in daily communication with our subcontractors, vendors, general contractors, and onsite employees
- Created and assigned job numbers for any new work received
- Created and maintained all job folders from Pre-construction to completion of the job.
- Maintain project logs
Pre-Construction Coordinator/Assistant Project Man
MBR Construction Services
05.2017 - 03.2018
- Download bidding documents, RFI’s and addendum’s for the estimating staff
- Print drawings and create spec books
- Prepare and submit final bid proposals
- Communicated daily with general contractors, architects, engineers and clients
- Prepared and submitted pre-qualification documents
- Requested bonding on jobs that required it
- Provided over all administrative and construction support to the project management team with project documentation including submittals, RFI’s, change orders, O&M Manuals & warranty letters
- Assisted in daily communication with our subcontractors, vendors, general contractors, and onsite employees
- Created and maintained all job folders from Pre-construction to completion of the job
- Maintained project logs
- Created, printed and prepared all panel schedules for the job sites
- As well as all tasks associated with the Reception/Executive Assistant position listed below
Executive Assistant / Front Desk Receptionis
MBR Construction Services
08.2014 - 05.2017
- Responsible for answering and directing high volume incoming phone calls on a multi-line phone system
- Screened calls and emails and responded accordingly to support executive correspondence.
- Responsible for the sorting and delivery of incoming mail, express packages and emails
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments
- Handled confidential and sensitive information with discretion and tact.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed
- Assisted with AIA billing as well as T&M billings
- Assisted with Accounts Payable, researching invoices, seeking approvals and signatures, as well as processing them into the internal system
- Assisted with monthly outgoing payments
- Reconciled monthly account statements
- Prepared pre-qualification documents
- Downloaded bidding documents for estimators, created spec books upon request, assisted with preparing final bid proposals
- Created letters, documents and spread sheets for the executive management team
- Assisted payroll with filing, preparing pay-stubs and paychecks for mailing and creating new hire paperwork
- Create service proposals and service contracts for our mechanical service division
- Updated and maintained the company website
- Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
- Ensured smooth daily operations through consistent maintenance of office equipment, troubleshooting issues when necessary.
- Any and all clerical duties needed
Education
High School Diploma -
Schuylkill Valley High School
Leesport, PA06.1998
No Degree - General Studies
Reading Area Community College
Reading, PANo Degree - Graphic Design
Berks Technical Institute
Reading, PASkills
Project Coordination
Project Management
Attention to Detail
Flexible and Adaptable
Detail Oriented
Customer Service
Data Collection
Critical Thinking
Spreadsheet tracking
Customer Management
Problem-Solving
Time Management
Timeline
Project Coordinator
INTREN
04.2023 - Current
Estimation Coordinator / APM
Marx Sheet Metal & Mechanical
01.2022 - 01.2023
Administrative Assistant - Part Time
Curtis Bay
05.2021 - 01.2022
Pre-Construction Coordinator/Assistant Project Man
The Warko Group
04.2018 - 07.2020
Pre-Construction Coordinator/Assistant Project Man
MBR Construction Services
05.2017 - 03.2018
Executive Assistant / Front Desk Receptionis
MBR Construction Services
08.2014 - 05.2017
High School Diploma -
Schuylkill Valley High School
No Degree - General Studies
Reading Area Community College
No Degree - Graphic Design
Berks Technical Institute
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