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Process and Planning Coordinator

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Process and Planning Coordinator
Posted 1 Day Ago
Palm Beach Gardens, Florida

Summary

The Process & Planning Coordinator (“P&P Coordinator”) is a multifunctional position responsible for supporting the Director of Process Improvement (“DPI”) and the Director of Community Planning (“DCP”) with a variety of 
projects related to continuous improvement. P&P Coordinator assists the DPI with the maintenance and documentation of overall actions taken by the Idea Teams, Process Improvement Teams (“PIT Teams”) and process improvement initiatives requested by the organization. P&P Coordinator also supports the DCP with projects related with the Community Management Drive, Policy & Training Book as well as file management. 
ESSENTIAL DUTIES AND RESPONSIBILITIES: 
  • Assist DCP and DPI with daily managing of all projects related to files storage in an Egnyte cloud-based drive including but not limited to: 
    • Community Books
    • Regional Community Libraries
    • Egnyte Permissions
    • Egnyte daily notifications
    • Policy & Training Library
  • Working with Human Resources (“HR”) and Vice President of Finance in maintaining an updated Kolter Homes Organizational Chart.  
  • Maintaining accurate records of multiple data bases including but not limited to:
    • Training Logs
    • Training Exam completions
    • Certificate of Completion
    • Outlook Email groups
  • Meet with DPI weekly to review all Ideas pending from Idea Teams per community/region
    • Review and follow up on Ideas including but not limited to:
      • Pending Review (five days past due)
      • Escalated status (five days past due)
      • Rolling out status includes:
      • Estimated completion dates
      • Homework forms
      • Time / Cost savings (if applicable)
  • Meet with DPI and Process Coordinator weekly to review all Ideas pending from Idea Teams per community/region
    • Review and follow up on Ideas including but not limited to:
      • Pending Review (five days past due)
      • Escalated status (five days past due)
      • Rolling out status includes:
      • Estimated completion dates
      • Homework forms
  • Meet with DPI and Process Coordinator weekly to review all policies & procedures being drafted per community/region and/or department
  • Assist DPI in documenting improved policies and procedures while implementing improvements of multiple departments.  
  • Coordinate PIT team invitations including meeting schedule to all PIT Team members once PIT team creation is approved  
  • Assist DPI and PIT teams in documenting current and improved policy & procedures, processes, and other necessary work instructions as needed for review  
  • Ensure all Policy & Procedures / Processes submitted to improve@kolter.com are provided to DPI for review before routed for signature and distributed  
  • Route all approved policy & procedures and/or processes for signature and distribution
  • Ongoing communication with Front-line employees acknowledging requests or emails provided to improve@kolter.com 
  • Provide monthly communication to KSH employees of new or updated Kolter Homes Policy & Procedures and Processes via Marketing Newsletter, Policy & Training Library and Outlook email
  • Create accounts for new hire employees in the Process Portal with access according to position requirements.
SUPERVISORY RESPONSIBILITIES:
  • No supervisory responsibilities are required for this position

REQUIRED JOB KNOWLEDGE, SKILLS, AND ABILITIES:

  • Strong understanding of construction, subcontracting, and customer service
  • Understanding of sales, marketing, capital budgeting, acquisitions, entitlements, and land development
  • Excellent analytical, creative thinking, leadership, problem-solving, interpersonal, negotiation, organizational, project management and time management skills
  • Manage multiple priorities in a timely and professional manner with strong attention to detail with limited supervision
  • Read and interpret financial reports, market comps, engineering reports, construction documents and specifications, contracts, owners’ association documents, and other related work documents
  • Ability to learn and use customer relationship management software including Builders CMS, customer service software including Build Pro, NewStar, Track-it and any other company-based software
  • Proficiency in Microsoft Office (Word, Excel, Outlook, Power Point)
  • Effectively and professionally communicate (in oral and written form) with internal and external customers
  • Demonstrate commitment to integrity, company values, customer-focus, and established policies and procedures
  • Display professional appearance and manner 

 EDUCATION AND/OR EXPERIENCE:

  • Minimum of three years related experience in a similar position, preferably with a high-volume builder
  • Lean Six Sigma Green Belt certification (within 12 months of start date)