Administrative Project Coordinator

CORE West, Inc.; Emeryville (CA); On-site; USD 90,000 - 125,000; Full time

Job summary

CORE West, Inc. is seeking an Administrative Project Coordinator in Emeryville, CA. The role handles administrative operations of the office and coordination for CORE projects, with light reception duties and ad-hoc admin tasks.

You will liaise between field and project management, maintaining project files and ensuring confidentiality and high discretion. The position supports both Project Start Up and Closeout activities, requiring strong organization, integrity, and communication skills.

Qualifications

• 3+ years experience in office administration dealing with confidential information.
• Professional degree preferred, but not required.
• Experience with Procore, Bluebeam, Textura and/or Docusign is a plus.
• Proficiency in Microsoft Outlook and Microsoft Teams.

Responsibilities

• Assist in all conference meetings, events and activities, including lunch orders.
• Organize, inventory and secure all office supplies and safety equipment.
• Handle the shipping of packages and receipt of deliveries.
• Fleet vehicle coordination.
• Support field and office employees with ad-hoc tasks, as needed.
• Project Start Up: set up project site and obtain subcontractor information.
• Project Closeout: assemble O&M submittals and organize closeout documents.
• Assist with project documentation and track compliance.

Skills

Excellent communicator

Strong organizational skills

Independent worker

Proactive problem solver

Reliable and timely

Discretion and integrity

Education

Professional degree in business or related field

Tools

Procore

Bluebeam

Textura

Docusign

Microsoft Outlook

Microsoft Teams

Job description

Location: Emeryville, CA
Salary Range: $90-125K Annually
Job Type: Full-Time | Exempt | In-Person

Job Summary
CORE is seeking an Administrative Project Coordinator for our Emeryville office. This individual will be responsible for the administrative operations of the office as well as Project Coordination tasks for new and current CORE projects. The role requires light reception duties along with ad-hoc administrative duties for a new, growing office. Additionally, as a Project Coordinator, you will work as a liaison between the field and project management teams, being accountable for keeping all project files compliant. This person must demonstrate the highest level of discretion while being personable yet professional.

Office Coordinator Responsibilities

• Assist in all conference meetings, events and activities, including lunch orders
• Organize, inventory and secure all office supplies and safety equipment
• Handle the shipping of packages and receipt of deliveries
• Fleet vehicle coordination
• Support field and office employees with ad-hoc tasks, as needed

Project Coordinator Responsibilities

• Project Start Up:
  • Assist in setting up a project site
  • Obtain subcontractor information
  • Order project signage and posters
  • Assist with subcontractor insurances
• Project Closeout:
  • Acquire and assemble O&M submittals
  • Assist with organization of attic stock materials
  • Assist with owner training
  • Acquire and assemble warranty letters
  • File all closeout documentation
  • Certified Payroll
  • Manage and evaluate subcontractor certified payroll reporting
  • Various other administrative tasks
  • Assist with project documentation
  • Track compliance
  • Assist project teams with other clerical duties

Candidate Qualifications

• Professional degree in business or related field is preferred, but not required
• 3+ years experience in office administration dealing with confidential information
• Excellent communicator, both written and verbal
• Reliable and timely with strong organizational skills
• Must possess the highest level of integrity, client service and a positive attitude
• Able to work independently without micromanagement, as well as multi-task and prioritize work
• Attention to detail and a proactive problem solver
• Experience with certified payroll compliance and skilled and training workforce requirements
• Proficiency in Microsoft Outlook and Microsoft Teams
• Experience with Procore, Bluebeam, Textura and/or Docusign is a plus!
• Notary of the Public is desired, but not required

CORE provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Our Mission is to earn the trust of our employees, building partners, and clients. Achieving this mission begins by building teams with members who have unwavering, comprehensive trust in one another.

Integrity, Fairness, Continuous Improvement, and Results are not just our CORE Values; they are the foundational elements of trust itself.