Engineering Project Coordinator*

The City of Madison Engineering Division is seeking a highly organized and detail-oriented Project Coordinator to provide paraprofessional administrative and project support throughout the project lifecycle, from bidding through job closeout. This position supports project management and contract administration activities, including coordinating project information, maintaining project documentation, supporting bidding and contracting processes, and using Autodesk Construction Cloud (ACC) to manage project records and workflows. The position works with a high degree of independence and discretion to establish and maintain effective administrative procedures, methods, and controls that support the Division’s project operations.

• Strong organizational and attention-to-detail skills
• Excellent communication and customer service skills
• Strong analytical and problem-solving skills
• Ability to work independently and exercise discretion

Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply. We value the unique blend of lived experiences and diverse perspectives that comes from non-traditional education pathways and the variety of transferrable skills each candidate brings to the table. We value diversity, equity, inclusion, and belonging. Even if every item on the job posting doesn’t match your experience perfectly, we encourage you to apply and share how your skills and experience can best serve our community.

• Create and set up new projects in ACC.
• Oversee, track, and maintain annual/biennial bid bond records.
• Create users and assign roles in ACC for City and contractor’s designated staff.
• Attend bid openings. Check submitted bids; verify bonding agents and bid bonds.
• Create budget, contract, and schedule of values for individual contracts in ACC.
• Generate and distribute contract documents, bonds, subcontractor lists, and Best Value Contracting (BVC) documentation for signatures and submittals.
• Review and resolve issues. Coordinate routing for required City signatures.
• Generate assets in ACC for use by inspectors in tracking installed quantities.
• Issue start work letters. Verify all required documents are in place prior to letter being sent.
• Review pay applications to confirm pay quantities match installed quantities.
• Process contracts for field acceptance.
• Process contracts for close out.

• Process sidewalk repair requests and rebate disbursements.
• Process and disseminate street terrace permits. 
• Assist with maintenance of databases for sidewalk replacement, resurfacing, and material ticket quantities.

• Provide all services with a resident/business-focused philosophy.
• Provide program procedure information to residents and businesses.

• Coordinate Contractor and Public Works user group meetings. 
• Process purchasing documentation. 
• Order and oversee maintenance of adequate office supply inventory. 
• Train and advise lower-level staff on procedures.

• Four (4) years of experience in applying the following:
  • Office practices and procedures
  • Computer software applicable to the duties of the position including Microsoft 365, ACC, and Sharepoint; AND
• Two (2) years of experience in applying the following:
  • Business administration principles and procedures
  • Budgetary methods, forms and controls

• Associate's degree in civil engineering technology, construction management, business administration, or a closely related field; AND
• Two (2) years of responsible clerical support experience that included significant administrative responsibilities.

• Bachelor's degree in civil engineering technology, construction management, business administration, or a closely related field; AND
• One (1) year of responsible clerical support experience that included significant administrative responsibilities.

• Ability to stand or sit at a computer workstation and desk for long hours.
• Ability to use standard office equipment, including computer, phone, copier, etc.