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STATUS:

Accepting Applications

Closeout Coordinator

Closeout Coordinators are essential in ensuring that every project is wrapped up effectively, with all final deliverables completed, documentation in place, and all regulatory and contractual requirements met. This role ensures smooth project closure and final invoicing while maintaining a focus on compliance, quality, and timely delivery. Closeout Coordinators are organized, detail-oriented professionals who work behind the scenes to ensure that every detail is accounted for, leaving no loose ends after a project finishes.

Location:

All Locations

Compensation:

$50,000-$75,000

Travel Required:

0%

Training/Certification Provided

Yes

Concrete

Closeout Coordinator

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Key Responsibilities

Final Documentation & Reporting (35%)

  • Ensure that all project documentation, including final reports, contracts, and financials, is completed, accurate, and submitted on time.

  • Gather and compile necessary documents, such as warranty certificates, final inspection reports, and as-built drawings.

  • Submit comprehensive project closeout packages to clients and senior management for review and approval.

Compliance & Regulatory Requirements (25%)

  • Verify that all compliance and regulatory requirements have been met before final project closeout.

  • Review contracts and ensure that any contractual obligations, such as final inspections or certifications, are completed and documented.

  • Work with regulatory bodies to ensure that the project passes all required inspections and meets quality standards.

Final Invoicing & Financial Closeout (20%)

  • Coordinate with finance teams to ensure that all invoices are accurate and submitted on time.

  • Resolve any discrepancies between project budgets and final costs, working to reconcile final billing and payment issues.

  • Ensure that all payments are processed and that financial records are updated accurately for project closure.

Client Communication & Satisfaction (10%)

  • Maintain communication with the client during the closeout process, addressing any questions or concerns they may have.

  • Ensure client satisfaction by providing updates on the status of closeout deliverables and responding promptly to requests.

  • Gather feedback from the client about the project and work to ensure any final requests or corrections are addressed.

Post-Project Evaluation (10%)

  • Review project performance and document any lessons learned, identifying areas for improvement in the closeout process.

  • Participate in project debriefings and share insights on how to streamline future project closeouts.

  • Help maintain a repository of project documents and records for future reference and compliance audits.

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Workplace Requirements

Workplace Requirements:

  • Travel Requirements: Occasional travel to final project sites.

  • Physical Demands: Standard office work, occasional site work for project closeout.

  • Work Conditions: Office environment, with periodic site visits.

  • Certifications: None required.

Safety:

  • Must ensure that all closeout processes meet safety requirements and that final inspections are conducted in accordance with safety standards.

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Core Competencies

  • Project Documentation: Ensures all project documentation is complete and submitted on time.

  • Attention to Detail: Carefully reviews all project documents and reports to ensure accuracy.

  • Problem-Solving: Resolves any issues with project deliverables or documentation.

  • Time Management: Manages project closeout tasks and deadlines effectively.

    • Communication: Coordinates with all departments to ensure that all final project documents are in order.

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Development & Growth Opportunities

Certifications:

  • Project Management Certification

  • OSHA 10-Hour General Industry Safety

  • Lean Six Sigma Certification

Career Pathway:

  • Closeout Coordinator → Senior Closeout Coordinator → Project Coordinator → Project Manager

Training Programs:

  • Project Closeout and Documentation Management

  • Contract Compliance and Quality Control

    • Leadership in Project Management

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  • Applicant Statement

    I certify that all the information I have provided in order to apply for and secure work with this employer is true, complete, and correct. 

    I expressly authorize, without reservation, the employer, its representatives, employees, or agents to contact and obtain information from all references (personal and professional), employers, public agencies, licensing authorities, and educational institutions to otherwise verify the accuracy of all information provided by me in this application, resume, or job interviews. I hereby waive any and all rights and claims I may have regarding the employer, its representatives, employees, or agents for seeking, using, and gathering truthful and non-defamatory information, in a lawful manner, in the employment process and all other persons, corporations, or organizations for furnishing such information about me.

    I understand that this employer does not unlawfully discriminate in employment and no question on this application is used for the purpose of limiting or eliminating any applicant from consideration for employment on any basis prohibited by applicable local, state, or federal law.

     

    I understand that this application remains current for only 60 days. At the conclusion of that time, if I have not heard from the employer and still wish to be considered for employment, it will be necessary for me to reapply and fill out a new application. 

    If I am hired, I understand that I am free to resign at any time, with or without cause and with or without prior notice, and the employer reserves the same right to terminate my employment at any time, with or without cause, with or without prior notice, except as may be required by law. This application does not constitute an agreement or contract for employment for any specified period or any definitive duration. I understand that no supervisor or representative of the employer is authorized to make any assurances to the contrary and that no implied oral or written agreements contrary to the foregoing express language are valid unless they are in writing and signed by the employer's president. 

    I also understand if I am hired, I will be required to provide proof of identity and legal authorization to work in the United States and that federal immigration laws require me to complete an I-9 Form in this regard.

    I understand that reasonable safeguards will be taken to protect all personal information provided or obtained in conjunction with this application for employment. My personal information may be shared with the employer's affiliate(s) and third parties engaged by the employer to perform services for the employer. Any personal information shared with an affiliate or third party is to be used solely to perform the services requested by the employer.

    Ontivity does not tolerate unlawful discrimination in its employment practices. No question on this application is used for the purpose of limiting or excluding an applicant from consideration for employment on the basis of his or her sex (including pregnancy), country or culture of origin (including traits historically associated with country or culture of origin such as hair texture, hair type, and protected hairstyles), color, religion, physical or mental disability, genetic information, sexual orientation, gender identity, gender expression, creed, ancestry, marriage to a co-worker, or other similarly protected status under applicable federal, state, or local law.

    I understand that any information provided by me that is found to be false, incomplete, or misrepresented in any respect, will be sufficient cause to (i) eliminate me from further consideration for employment, or (ii) may result in my immediate discharge from the employer's service, whenever it is discovered.

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