Taryn Via

A Project Coordinator supports project managers by handling administrative tasks, managing schedules, and ensuring smooth project execution. They facilitate communication, track progress, and help projects stay on schedule and within budget. Key responsibilities include coordinating resources, managing deadlines, and preparing reports.

Key Responsibilities:

• Administrative Support:Assisting project managers with tasks like scheduling meetings, managing documentation, and preparing presentations.
• Communication:Facilitating communication between team members, stakeholders, and the project manager.
• Scheduling:Managing project timelines, deadlines, and coordinating resources.
• Budget Management:Tracking project expenses, monitoring budgets, and reporting on financial status.
• Progress Tracking:Monitoring project progress, identifying potential issues, and reporting on project status.
• Resource Management:Coordinating the allocation of resources, including personnel, equipment, and materials.

Outlook

Insightly

Coins

Quickbooks

• Responsible for approving technician work orders and billing customers in QuickBooks daily
• Type and process all customer invoices based on purchase orders and dictation from technicians
• Prepare and present all estimates and bids for customers
• Post all account receivables into QuickBooks and prepare bank deposits daily
• Organize and maintain all office records, accounts receivables/payables and billed customer invoices
• Post all vendor invoices and credit card receipts into QB
• Responsible for all credit card bank reconciliations in QB
• Review, approve and process all timecards weekly
• Manage and process payroll for technicians and hired labor bi-weekly
• Assist with aged collection accounts as needed
• Manage all mail processing, collection and distribution
• Fleet management and coordinate all repairs as needed
• Responsible for ordering all office supplies

• Manage and oversee two departments within one company
• Sole manager responsible for 4 crews comprised for 20 people at any given time
• Responsible for maintaining all existing landscape maintenance and service accounts
• Solely responsible for bidding new contracts, client communication, account billing and quality control for each account
• Preform bi-weekly and/or monthly quality control inspections and report back to upper management and homeowners as needed
• Supervise all on the job safety procedures and ensure all OSHA guidelines are being met
• Bid and present all enhancement work per client requests
• Coordinate all projects and enhancement work with the Construction Manager
• Order all plants and materials for upcoming maintenance and service jobs
• Schedule and coordinate all safety trainings and continuing education programs
• Responsible for fleet maintenance, tool upkeep and repairs
• Main point of contact for all emergency repairs and dispatch as needed
• Prepare, bid and present all potential city and county contracts for new work
• Attend HOA board meetings for current clients, prepare and present quarterly reports and water usage statistics etc.
• Responsible for new employment interviews, new hires, terminations, wage increases and performance write-ups
• Prepare and present yearly performance reviews for each employee within both the maintenance and service departments
• Reason for leaving: Covid and department merging

• Maintain all accounts receivable income, review, approve and code all expenses for accounts payable
• Post all income for rentals and HOA dues in Yardi and prepare all bank deposits
• Responsible for coordinating all maintenance requests and scheduling vendor appointments for property repairs
• Main point of contact when requesting and organizing bids and estimates
• Maintain all correspondence between insurance companies, homeowners, realtors/escrow officers and tenants
• Supervise all casualty restoration projects and timelines
• Assist bookkeeping department with general incoming accounting questions and disputes
• Coordinate all move out pre inspections, repairs and deposit dispositions and refunds
• Schedule and attend all rental property showings for move in and move out procedures and inspections
• Compose all non-compliance letters to HOA homeowners and tenants
• Compose all 3 day Correct or Quit letters to tenants
• Main point of contact for all tenants and BOD members with maintenance needs and vendor requests/disputes
• Tenant screening, credit and reference checks, collect deposits and monthly rent, determine tenant placement
• Responsible for maintaining all tenant and homeowner records in both Yardi and office files
• Assist with all compliance and general Rules and Regulation questions and concerns
• Answer multi-line phones and assist the front office when needed
• Open and sort all incoming mail
• Reason for leaving: I was offered a management position at a higher wage