We are a large steel fabricator. We currently only have the position of project manager that deals with all aspects of a job from coordination of our work through contractual documents, cost updates etc. We are looking at the need for adding additional project managers. We have been evaluating our current process and realize that our project managers spend a significant amount of their time doing paperwork. Our project managers are great at coordinate getting work done, but do not do as well at their administrative duties. We are contemplating whether it would more beneficial to create a project coordinator position to handle some of the administrative duties of project managers and let them stick to what they are good at. We don't want this position to just be the project manager's secretary but want to clearly define what administrative duties belong to the manger and the coordinator.
For those of you that have this position how do you segregate these duties? It seems like there are some administrative duties that must remain with the PM due to their knowledge of the job and interaction with the contractor. Who does the project coordinator report too? We don't want this position to be just an administrative assistant where a PM dumps the stuff they don't want to do, so we are concerned about them reporting to a PM. Is this a position you use as a path to being a PM?
Any help on what is worked and how you define each role would be helpful.
We have a project coordinator in our office and she is a godsend to our PMs. It is a clerical position, but that position also needs someone very organized and can handle multiple tasks at once.
Our PC prepares purchase orders, schedules inspections, equipment rentals, job insurance needs, communicates change orders, collects timecards, assists with submittals, and those are just the main tasks she performs.
We've never envisioned our PC position to be a stepping stone to a PM position. However, we have assumed to promote from within an Assistant PM that can eventually move into the PM position. We envision an Assistant PM to assist with managing projects in the field and understanding the PM process, but not actually doing the clerical function of that process.
Hope that helps...
Eileen M. Moran
Moran Electrical Contracting
12549 S. Holiday Drive
Alsip, Illinois 60803
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