Administrative Assistant / Project Coordinator

Job Description

Job Description

PACE is seeking a dynamic, highly organized individual with strong administrative skills to support project coordination and administrative needs in our Scottsdale, Arizona Office . The admin group works as a team, so at times, is not limited to this one division. This candidate should be able to multi-task and have ability to switch to new projects accordingly. Experience in architecture, engineering and/or construction a plus. This position requires performing a variety of tasks, including, but not limited to the following:

 

• Prepare business correspondence (proposals, subconsultant agreements, change orders, purchase orders, specifications, meeting minutes, letters, memos, reports, tables, spreadsheets, etc.) as required. This includes editing text, printing text, coordinating plans to be plotted, coordinating the development of covers with graphics department, and assembling for submittal as required. This includes coordination with graphics department for report covers, printing, binding and assembling physical copies of deliverables. Utilize PACE’s standards for formatting business correspondence when reviewing for the engineering staff.
• Assist in developing project plans, including scope, schedule, and budgets.
• Assist with purchasing and shipping project related materials and equipment as necessary.
• Assist with the compilation, preparation and submittal of project permitting.
• Assist in developing project timeline schedules and updating monthly reports.
• Attend meetings as requested and take notes, transcribes in a formalized format and distributes, as necessary.
• Assist with tracking for contracting and billing activities (project progress, subconsultant progress and invoicing.
• Assist with contract documents, maintaining files, cost tracking, documentation and compliance activities for federally and state funded projects.
• Assist with preparation of presentations and other marketing materials on an as-needed basis.
• General office tasks for small office (managing office supplies, maintaining office equipment, prepare shipping packages, handling mail).
• Assist with answering incoming calls for office. Light phones.
• Assist management with calendar coordination, scheduling of appointments, expense reports, travel arrangements and project tracking.
• Maintain company client database (in a proprietary system).
• Start-up of engineering proposals and job files. Manage correspondence files.
• Perform other tasks, as assigned.

 

Applicants shall have the following minimum experience:

 

• Minimum five years’ administrative experience, preferably in an engineering environment
• Demonstrated excellent verbal and written communication skills
• Demonstrated proficiency in Microsoft Office suite including Excel, Word, Outlook, PowerPoint and Project
• Demonstrated proficiency using ProCore, Deltek, Ajera or like software
• Demonstrated ability to interface with all levels of employees, managers and officers
• History of maintaining high degree of confidentiality and exercise good judgment
• Previous experience utilizing creative problem-solving skills
• Demonstrated ability to prioritize and manage multiple tasks
• Demonstrated ability to work independently and as part of a team
• Perform very detail-oriented work with past success

 

Candidate resumes will be evaluated relative to experience and knowledge of all areas listed above.

 

Physical Demands

While performing the duties of this job, the employee is regularly required to sit, use hands, handle or feel; and talk or hear. The employee is occasionally required to stand, walk and reach with hands and arms. The employee may occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision; color vision is very helpful.

 

Work Environment

The noise level in the office work environment is moderate and typical of a professional office environment.

 

Salary

$25 to $35/hour pending experience level.

Compensation will be commensurate with experience and capabilities.

PACE is an equal opportunity employer.
At this time, PACE will not sponsor a new applicant for work authorization.
Local candidates are preferred. No relocation package is offered.

If interested, please respond to this posting by submitting your resume with salary requirement and references.

Company Description

PACE is a specialized civil engineering firm focusing on advanced water resource services with unique research and development capabilities through our onsite water quality and piloting laboratories. We offer a wide range of engineering services related to water, wastewater, stormwater management, water resource planning, regulatory compliance and energy sustainability to ensure projects are both economically viable and environmentally sensitive. Our engineering approach focuses on maximizing value by applying state-of-the art analytical tools and designing water infrastructure systems that include environmental, aesthetic and recreation uses. PACE staff members include licensed professional engineers, scientists, PhDs, university instructors and policymakers in the water resource arena.

When you join our PACE family, you join a group of individuals with a shared passion for water, a desire to grow, and a determination to make a difference. We believe it is important to cultivate a team-oriented, purpose-driven, and encouragement-led culture to best achieve our goals and deliver quality work to our clients.

We provide an environment that incorporates professional and personal team building and growth through various interactive programs intended to cultivate a comfortable, collaborative and advanced-thinking environment. We promote these values with programs and events such as company-sponsored luncheons with group activities, training events, project presentations, iponsoring community support events, offsite gatherings, and more. We also welcome feedback to best understand our team's needs and concerns and continuously improve our company as a whole. With the following characteristics embedded in our culture, you will feel the difference in working for a company that cares:

Collaborative
Client-Focused
Have Fun
Thrive

Additionally, we maintain an active office environment to promote collaboration and efficient delivery of projects, with a wide variety of office perks:

•\tComplimentary breakfast and casual attire every Friday
•\tComplimentary tea, coffee, breakfast bars, and snacks offered daily
•\tHealth Incentive program
•\tStand up desks
•\tYoga ball chair
•\tCafé style break room with big screen TV

In addition to the competitive compensation, PTO, paid holiday, insurance and retirement (401k) benefits, PACE also offers:

•\tBonus pay opportunities
•\tPotential future shareholder opportunities
•\tReimbursement for personal health and wellness programs (such as gym memberships)
•\tReimbursement for out-of-pocket medical expenses (such as co-pays/deductibles, expenses not qualified for insurance coverage, etc.)
•\tTuition, training and association due reimbursement
•\tFlexible spending accounts based on pre-tax payroll contributions for dependent care, medical, dental and vision expenses
•\tShort-term and Long-term disability insurance
•\tLife and AD&D insurance
•\tEmployee Assistance Program providing counseling for well-being, legal services, financial wellness and identity theft resources

* These programs each have guidelines for eligibility and reimbursement limits. Details of these programs can be provided upon request.

Company Description

PACE is a specialized civil engineering firm focusing on advanced water resource services with unique research and development capabilities through our onsite water quality and piloting laboratories. We offer a wide range of engineering services related to water, wastewater, stormwater management, water resource planning, regulatory compliance and energy sustainability to ensure projects are both economically viable and environmentally sensitive. Our engineering approach focuses on maximizing value by applying state-of-the art analytical tools and designing water infrastructure systems that include environmental, aesthetic and recreation uses. PACE staff members include licensed professional engineers, scientists, PhDs, university instructors and policymakers in the water resource arena.\r\n\r\nWhen you join our PACE family, you join a group of individuals with a shared passion for water, a desire to grow, and a determination to make a difference. We believe it is important to cultivate a team-oriented, purpose-driven, and encouragement-led culture to best achieve our goals and deliver quality work to our clients.\r\n \r\nWe provide an environment that incorporates professional and personal team building and growth through various interactive programs intended to cultivate a comfortable, collaborative and advanced-thinking environment. We promote these values with programs and events such as company-sponsored luncheons with group activities, training events, project presentations, iponsoring community support events, offsite gatherings, and more. We also welcome feedback to best understand our team's needs and concerns and continuously improve our company as a whole. With the following characteristics embedded in our culture, you will feel the difference in working for a company that cares:\r\n\r\nCollaborative\r\nClient-Focused\r\nHave Fun\r\nThrive\r\n\r\nAdditionally, we maintain an active office environment to promote collaboration and efficient delivery of projects, with a wide variety of office perks:\r\n\r\n•\tComplimentary breakfast and casual attire every Friday\r\n•\tComplimentary tea, coffee, breakfast bars, and snacks offered daily\r\n•\tHealth Incentive program\r\n•\tStand up desks\r\n•\tYoga ball chair\r\n•\tCafé style break room with big screen TV\r\n\r\nIn addition to the competitive compensation, PTO, paid holiday, insurance and retirement (401k) benefits, PACE also offers:\r\n\r\n•\tBonus pay opportunities\r\n•\tPotential future shareholder opportunities\r\n•\tReimbursement for personal health and wellness programs (such as gym memberships)\r\n•\tReimbursement for out-of-pocket medical expenses (such as co-pays/deductibles, expenses not qualified for insurance coverage, etc.)\r\n•\tTuition, training and association due reimbursement\r\n•\tFlexible spending accounts based on pre-tax payroll contributions for dependent care, medical, dental and vision expenses\r\n•\tShort-term and Long-term disability insurance\r\n•\tLife and AD&D insurance\r\n•\tEmployee Assistance Program providing counseling for well-being, legal services, financial wellness and identity theft resources\r\n\r\n* These programs each have guidelines for eligibility and reimbursement limits. Details of these programs can be provided upon request.