We seek an experienced Project Coordinator to play a crucial role in optimizing our business operations and claims administration processes across asset maintenance projects. This role involves overseeing front office activities, providing administrative support, and coordinating claims administration processes while maintaining compliance with legal and ethical standards.

*This position is remote, but prioritizing and only pursuing candidates who reside in the Northern-Central VA areas as some travel to project offices (in VA and SC) is required.

Responsibilities:

• Coordinate front office activities, including reception area management, mail distribution, and office services.
• Provide administrative support to executive leadership and business development teams, including proposal activities.
• Supervise and coordinate administrative activities for executive leadership staff to optimize organizational effectiveness.
• Supervise maintenance and alteration of office areas and equipment, including layout, arrangement, and housekeeping.
• Assist with bookkeeping, secretarial support, and producing reports and presentations for executive leadership.
• Coordinate expense reports, credit card reconciliations, and vendor setup documentation.
• Manage the creation of purchase requests (PRs) for purchase orders (POs) and invoice submission.
• Prepare documents required to settle claims and receive payments from third parties.
• Coordinate data collection for claims with project teams and field crews.
• Train personnel in data gathering requirements and claims process.
• Initiate and present claims against responsible parties to insurance companies.
• Monitor and respond to ongoing inquiries regarding claims.
• Arrange payment options with uninsured/underinsured parties.
• Work with internal accounting departments to process claim payments.
• Provide monthly reports tracking third-party payments to project management staff.
• Receive, track, and coordinate tort claims received against the company.
• Document actions in a computer-based maintenance management system.
• Utilize software, databases, and tools efficiently.
• Maintain a professional demeanor during stressful situations.
• Ensure compliance with legal requirements and company integrity standards.

Additional Responsibilities:

• 2 Years experience dealing with Highway or Road Maintenance Office, Procurement, or Administrative Areas
• 2 years experience working with DOT processes.
• Manage regional office operations, support, and administration for VA and South Carolina offices.
• Coordinate 3rd party claims preparation between project teams and the claims department.
• Provide support and utilization of LCAMS/VA Traffic and VDOT HMMS systems.
• Utilize and support work order systems.
• Some travel to project offices for specific assignments or to backfill key personnel roles during absences.
• Provide general operational support, including training, administration, procurement, and document management.
• Participate in special department projects as needed.
• Schedule travel arrangements and coordinate special events.

Required Qualifications:

• High School diploma or GED equivalent.
• 4 - 6 years of experience in a fast-paced, multi-faceted environment, with a preference for collections experience.
• Familiarity with state Traffic Management Center (TMC), insurance, claims, and recovery processes.
• Ability to prioritize and manage multiple claims with decisiveness, accuracy, and attention to detail.
• Experience working with subcontractors to efficiently process claims.
• Ability to work collaboratively with leadership and staff across functional areas.
• Demonstrated innovative and creative problem-solving skills.
• Analytical mindset with the ability to excel without supervision.
• Strong typing skills, including 10-key data entry.
• Proficient in Microsoft Suite Software: Outlook, Excel, Teams.
• Strong written and oral communication skills.
• Inquisitive and persistent nature.
• Strong time management and organizational skills.
• Adaptability and flexibility, including occasional travel and remote collaboration.
• Discretion in handling confidential information.
• Must be authorized to work in the US or will be authorized by the successful candidate's start date.

Preferred Qualifications:

• Associate degree
• Experience in a government contracting environment.