Senior Project Coordinator

Administrative Support For Construction Group

Under the direction of the Construction Group, Sales Manager and assigned Project Manager(s), this position is responsible for providing administrative support for the Project Engineers and Project Management Team.

Essential Duties and Responsibilities:

• Plan, organize, and execute in-person and virtual meetings for Construction Group leadership, Sales Managers, sales teams, vendors, and project stakeholders, including scheduling, logistics, and meeting minutes with action items.
• Develop, edit, and assemble Construction Group work products, including proposals, bids, submittals, RFIs, O&Ms, closeout documentation, presentations, and marketing materials; manage document control and plan/spec distribution.
• Support estimating and sales activities, including prequalification and bid coordination, monitoring bid platforms, tracking proposal activity, generating sales reports, and scheduling estimate reviews and pre-job planning meetings.
• Coordinate onboarding for new hires in partnership with HR, including first-day logistics, equipment setup, system access, and required documentation.
• Provide general administrative and project support, including correspondence, filing, meeting notes, assisting with small projects, and other duties as assigned by leadership.
• Assist with processing invoices, tracking project expenses, and managing expense reports for leadership and sales teams.
• Assist in collecting and tracking vendor insurance certificates (COIs), W-9s, and subcontractor agreements to ensure project compliance.
• Other duties as assigned by Sales Managers, Direct Supervisor, and/or upper management.

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

• Attention to detail and ability to organize data.
• Able to learn new programs and processes.
• Ability to edit works in Bluebeam or similar programs.
• 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 in a fast-paced environment.

Education and Experience: Required:

• High School Diploma or equivalent
• 3+ years' experience with administrative applications with intermediate or higher proficiency in MS Office applications including Word, Excel, PowerPoint, MS Project, etc.

Desired:

• Bachelor's degree or higher in related field
• 2+ years' experience with desktop publishing software applications such as Adobe In-Design, Acrobat, Bluebeam Photoshop, and Illustrator
• 5+ years' experience in the construction and/or contracting industry in an administrative support position.

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 wherewithal to fight for difficult goals despite challenges and to bounce back from adversity.
• 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 feedback; demonstrating an openness to learning and change.
• 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.
• People Skills: Is approachable and gains the mutual trust and respect of others. Understands people's strengths & weaknesses and actively seeks to understand other perspectives.
• Communication: Fosters open, honest, candid and respectful communication. Effectively assesses, defines and communicates issues in a timely manner, both written and verbal.
• 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 the organizations' short- and long-term business strategy. On a personal level has independently developed a vision for short- and long-term career success.
• Problem-Solver: Ability to identify, analyze, and solve problems in support of personnel, group, department, or organizational objectives.
• Execution: Effectively takes a vision and translates into action by including the right people. Identify and remove barriers, when possible, to achieve results. Demonstrates appropriate compromise, effective time management, prioritization practices and holds team members (including themselves) accountable for their performance/conduct.
• Professionalism: Respectfully observes and challenges the status quo with intent for improvement. Can take direction, accept feedback, and take full responsibility for their actions. Lead by example through positive influence and ethical leadership with consideration of the entire organization.

Job Responsibility Level: No direct reports

Travel Requirements: Travel required 0-5% of the time to other office locations.

Hours: This is a non-exempt position from Monday through Friday. Work hours begin and end between 8:00 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 for business needs Physical Demands: (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.)

• Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 20 pounds.
• Specific vision abilities required by this job include close vision and ability to adjust focus.
• Prolonged sitting.
• Frequently required to reach with hands and arms.
• Occasionally required to stand; walk and stoop, kneel, crouch.

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