Field Administrative Coordinator

General Job Description:

Under the general direction of the General Service Manager, this position will be responsible for performing administrative functions for the Service Operations and Field Service Departments. In the service of these internal customers, the responsibilities will include answering telephones, compiling and typing reports & correspondences, assembling & distributing field safety meeting agendas, orientating new Union Field Service personnel and processing outgoing Union Field Service personnel. This is a customer service position serving both our external customers & your internal customers.

Supervises: N/A

Essential Duties & Responsibilities:

• General clerical duties including filing, typing, scanning, photocopying, faxing, sorting and distributing incoming mail, facsimiles, etc.
• Send and receive correspondence via U.S. mail, Tricor, messenger, U.P.S., Federal Express, etc.
• Assist with the scheduling of meeting spaces as well as ordering lunches or other needed preparation activities for meetings, as needed.
• Coordinate travel arrangements for various Service Department personnel including hotel reservations as needed.
• Process union service personnel paperwork & maintain personnel files
• Initiate background checks for all new hires, follow up w/HR for clearance
• Assemble new hire packets, conduct new hire orientation of Union Field Service personnel
• Process new hire packet including verifying authorization to work in the U.S. (E-verify) and distribute paperwork to the appropriate departments.
• Assemble and maintain current documentation for the MSD Field Procedure Manual.
• Create and process employee Personnel Action Forms (PAF)
• Correspond with Payroll department to process new hire paperwork, exiting employee paperwork
• Handle and maintain personal employee information in a professional and confidential manner
• Update employee personnel files as needed to track attendance at tailgate Safety meetings. Update sheets / monthly / keep Book up to date / to all ACCO offices-each area
• Maintain EPA cards on file for all service union employees (both soft and hard copies)
• Process Employee Referral Bonus requests; obtain proper signatures before routing to HR Department for processing.
• Maintaining Resumes of all Supervisors & key areas
• Maintain MSG technician list on Google Docs
• Maintain technician address list and emergency contact information
• Entering all new technicians (SoCal, NV, ID) & Route changes into Wennsoft (updating of PayCodes)
• Compile Personnel Action Form (PAF) annual increases per CBA and send to appropriate dept. heads for approval before submitting to Payroll Dept. (PAF increases each September for all Local 250 & Local 230 & Local 460)
• Prepare and distribute reports, general correspondence and department memos.
• Preparation & distribution of monthly Safety Meeting agendas.
• Compile and distribute Monthly Headcount Report to Service Management Team; utilize the service operations system (WENNSOFT) to input & retrieve information and set up new Union Field Service Personnel. Track non-union hires to update monthly headcount report as needed.
• Complete registration of field personnel for training/classes, including submitting & tracking Training Vouchers to the JJATC for approval.
• Accurately track JJATC Voucher Requests for Reimbursement
• Maintaining Certificates of Completion in personnel files
• Order Business Cards for all MSG technicians, sales, project engineers & management (Los Angeles & San Diego & Bakersfield)
• Address Technician telecom issues, process upgrades, replacement, repair requests.
• Maintain Google contact lists
• Import contacts into each new hire’s cell phone
• Create and maintain Vacation Spreadsheet
• Track technician requests and vacation schedules (begin every December, send out Memo & Request forms to each current tech)
• Maintain MSG Technician vehicle report
• Vehicle list / swaps / tags / Nextraq
• Process Certificates of Insurance (COI’s)
• Process COI renewals annually (Renewal process begins July w/cancellations & new COIs every October)
• Keep current with payments and COIs to RMIS / Compliance Depot / Watts / my COI & more
• Process all COIs for National Chain Accounts – company wide
• Process COIs for SoCal (including Bakersfield & San Diego & OC), WA & ID & NV
• Special projects and other duties or responsibilities as assigned by management.

Position Requirements (Skills, Work Experience, Education, Certifications, Licenses, etc.):

• High School Diploma or equivalent required
• Extensive computer knowledge: Strong written communication skills
• Microsoft Office including MS Word and MS Excel Word
• Able to utilize applications on handheld devices
• Able to utilize google applications including Gmail, Google Calendar and Google Docs.
• Internet – Provide detailed data searches and online applications (e.g. Fed Ex Delivery and ordering of products).
• Able to edit works in Bluebeam or similar programs
• Attention to detail and ability to organize data
• Able to demonstrate consistent and reliable attendance.
• Preferred, but not required: two-plus years of experience in the construction and/or contracting industry in an administrative support position.
• Able to learn new programs and processes.
• Demonstrated experience with producing and editing work product documents with accuracy.
• Well organized with ability to multitask between several projects delegated by multiple parties.
• Demonstrated experience as a team player and able to achieve assigned performance goals.
• Ability to handle pressure and hectic pace.
• Ability to work overtime when required.

ACCO Competencies:

• 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 an openness to learning and change.
• Problem-Solver: Ability to identify, analyze, and solve a problem in support of personal, group, department, or organizational objectives.

Physical Requirements:

(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.)

• The physical demands described herein 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.
• The employee may regularly lift and /or move up to 10 pounds, and occasionally lift and/or move up to 30 pounds.
• Specific vision abilities required by this job include Close vision and Distance vision.
• While performing the duties of this Job, the employee is regularly required to stand; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is regularly required to walk and sit; climb or balance and stoop, kneel, crouch, or crawl (for purposes of assisting with project job walks and site inspections).
• The employee is occasionally required to reach above shoulder height to access storage cabinets and shelves.

Hours : This is a non-exempt position from Monday through Friday. Work hours begin and end between 7:00 am and 5:00 pm with a one-hour break for lunch and two rest breaks. Eight hours per day is required and other occasional overtime may be necessary per business needs.

Travel: 0 -5% of the time to and from the primary office to regional branch offices.

Competitive Wage:
$22.60 to $29.81 per hour. Applicants please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee's total compensation.

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Why join ACCO? ACCO Engineered Systems is one of the largest mechanical contractors in the country. Since 1934, owners and builders have selected ACCO to design, install, and maintain more than 250,000 mechanical projects. ACCO is dedicated to the design, fabrication, installation, maintenance and service of commercial and industrial HVAC, refrigeration, plumbing, process piping, and building automation systems. Whether your project is a low or high-rise office building, a shopping mall, hospital, semi-conductor fabrication facility or pharmaceutical manufacturing plant…ACCO can design, build, install, and maintain a mechanical system to meet your needs.

Here at ACCO, we are a part of something bigger. Just ask our customers: California Academy of Sciences, L.A. Live, and San Francisco 49ers Stadium. While we have been around for 80+ years, we continue to grow at a dynamic pace. And we are looking for talented individuals to join our team.

What's great about working at ACCO is that we’re a big enough company to be the leader in HVAC mechanical contracting in California and the Southwest U.S., but as a 100% employee-owned ESOP, we’re a private company with a family-oriented feel. Several of our employees have worked at ACCO for twenty-five, thirty, and even over forty years! Together, the employees of ACCO are comprised of intelligent, dedicated, and entrepreneurial team members who put customers first and enjoy what they do.

ACCO IS AN EQUAL OPPORTUNITY EMPLOYER AA M/F/V/D.

We proudly hire U.S. Military Veterans, and those qualified are encouraged to apply.

Equal Employment Opportunity is The Law.|Pay Transparency Nondiscrimination Provision

ACCO will consider qualified applicants with criminal histories for employment.

Notice to Outside Recruiters:
Hiring managers are not authorized to review or accept recruiting agreements from any outside recruiting agencies. Outside recruiting agencies should not submit unsolicited resumes without signing the company's recruiting agreement.