Under the general direction, the Project Coordinator’s position provides administrative and project support for the assigned group and serves as the primary point of contact for internal and external customers on all administrative and informational matters. This position will have secondary responsibilities in providing marketing and administrative support to the Sales and Project Managers and providing back up and collaborative support for other regional offices.
Essential Duties & Responsibilities
Plans organize and execute meetings for department leadership, sales managers, salespeople, and vendors as needed by the Sales Manager including rooms and catering (for both in-person and virtual meetings as applicable)
Take and distribute meeting minutes for sales and department team meetings; email recap with action items to meeting attendees
Assist with onboarding new hires
Coordinate with Human Resource to ensure that all first-day activities are scheduled in advance, itinerary, meet & greets, etc.
Assist the manager with new hire equipment setup; ITPAFs, business cards, key fob/building access, email setup, etc. to ensure a successful onboarding process
Receive and distribute Pre-bid notifications / invitations
Prepare and submit Prequalification Statements/Packages
Assist with Bid Forms, RFPs and presentation
Assist with generating and printing accounting reports for Sales and Project Managers
Monitoring various lead generation sites for Bid opportunities
Manages event tickets for Construction Group
Maintain office supply inventory, and order ACCO logo merchandise
Report issues to facilities as necessary
Other administrative and office duties as assigned by Supervisor
Monday through Friday beginning between 6:00 am and 7:00 am and ending between 4:00 and 5:00 pm, with one hour for lunch. Eight hours per day is required, and occasional overtime may be necessary due to business needs.
Position Requirements (Skills, Knowledge, Abilities):
High School Diploma or equivalent required. Associate degree or higher preferred
2+ years’ experience and intermediate proficiency-level usage of MS Office applications, including Word, Excel, and PowerPoint, MS Project
1+ years’ experience/intermediate-level usage of desktop publishing software application(s); experience with Adobe In-Design, Acrobat, Bluebeam Photoshop, and Illustrator preferred.
Strong interpersonal skills and the ability to relate with a variety of departments and personalities.
Excellent verbal and written communication skills.
Strong organizational and time management skills to handle multiple issues efficiently and completing work to a deadline.
Demonstrated service excellence (e.g., ability to participate in customer relation issues and find solutions to solve customer disputes).
General knowledge of the construction or service business is preferred, but not required.
High level attention to detail and ability to complete work to a deadline.
Able to participate in customer relation issues and find solutions to solve customer disputes.
Understand the necessity of maximizing the productivity of construction and technical workforce.
Understand the importance of handling sensitive and confidential information and documents.
Ability to work overtime when required.
Proactivity / Initiative: Recognizes what needs to be done and accomplishes it in a manner appropriate for one’s level/position and with minimal supervision.
Perseverance: Shows the wherewithal to fight for difficult goals despite challenges and to bounce back from adversity.
Insight: The ability to gather and make sense of information that suggests new possibilities.
Engagement: Shows a knack for using emotion and logic to communicate a persuasive vision and connect with people.
Teamwork: The ability to effectively work toward common goals with others by supporting, encouraging, and sharing information in an authentic and approachable manner.
Big Picture: Understands and contributes to organizations’ short- and long-term business strategy. On a personal level has independently developed a vision for short- and long-term career success.
Motivation / Dedication: Commits to excellence in pursuing unselfish goals. Initiates action with collective goals takes responsibility and shows personal humility.
Technical Curiosity / Willingness to Learn: Interest in seeking out new experiences, knowledge, and candid feed, back; demonstrating openness to learning and change.
Problem-Solver: Ability to identify, analyze, and solve a problem in support of personal, group, department, or organizational objectives.
(The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
Sit and stand; use hands and fingers to operate computer, tablet, keyboard and/or telephone; grasp, handle and/or feel; reach with hands and arms; talk and hear.
Walk and stand; climb and balance; stoop, kneel, crouch, or crawl (for purposes of assisting with project job walks and site inspections).
Lift, push, pull, carry, and/or move up to 10 pounds, and occasionally up to 30 pounds.
Specific vision abilities required by this job include Close vision and Distance vision.