Administrative Project Coordinator

Abonmarche; South Bend (IN); On-site; USD 40,000 - 54,000; Full time

Job summary

Abonmarche in South Bend, IN is seeking an Administrative Project Coordinator to support project managers and keep projects on track from start to finish.

You'll organize documents, maintain the ERP system and digital records, assist with budgeting, invoicing, and scheduling, and coordinate with vendors, clients, and team members to meet project expectations. Strong MS Office skills and detail orientation are essential.

Qualifications

• High School Diploma or Associate degree required.
• Project Management Certification preferred.
• Experience with ERP systems preferred.
• Proficient in MS Office (Word, Excel, Outlook, PowerPoint).
• Excellent interpersonal, organizational, and communication skills.
• Ability to manage multiple priorities and work independently.

Responsibilities

• Support project managers by tracking deadlines and schedules.
• Assist in preparing proposals and contracts.
• Assist invoicing and forecasting activities.
• Process survey/engineering requests and prepare quotes.
• Coordinate with teams on administrative tasks.
• Attend meetings and distribute minutes.
• Prepare presentations and reports for project teams.
• Organize files and manage documents with clients and government offices.
• Perform other typical admin duties to ensure office efficiency.

Skills

Interpersonal skills

Organizational skills

Communication skills

Multitasking

Education

High School Diploma or Associate degree

Tools

ERP system

Microsoft Office

Job description

Abonmarche is a team of professionals who are passionate about helping others-- with client service at the core of everything we do. We are a practice of people who are passionate about engineering, architecture, surveying, planning, landscape architecture, and more. Our teams are collaborative, agile, innovative, and focused on creating the best client experience available. The communities and clients we serve know that by working with us, they’re collaborating with a firm that helps foster opportunity.

Working at Abonmarche means you'll have the opportunity to grow, learn, and share your expertise with others. Supported by a mentorship-based culture, our teams are empowered to develop their skillsets and lead transformative work in the communities all across our service areas.

A strong emphasis on community and family means you'll have the chance to engage with your community in your work here at Abonmarche, through our volunteer and philanthropic programs, and within a culture of supportive work-life balance.

Abonmarche is seeking an Administrative Project Coordinator in our South Bend, IN office.

Job Summary

The Administrative Project Coordinator provides support to project managers to ensure projects run smoothly from start to finish. This may include organizing and maintaining project documents, updating the digital database and ERP system, assisting to manage the project’s budget, invoicing, and scheduling. The Assistant Project Manager-Project Coordinator may also perform basic duties such as setting up phone calls, meetings, and site visits and coordinating with team members about project details and work with vendors, clients, and others to determine and meet project expectations.

Responsibilities

• Supports and assists Project Managers with tracking deadlines and maintaining staff and project schedules.
• Assists in the preparation of proposals, contracts, etc.
• Assists managers with invoicing and forecasting.
• Process survey and engineering requests including preparing quotes and communicating delivery times.
• Coordinates with various employees and teams related to operational support.
• Attends meetings and prepares and distributes minutes.
• Assists project teams with specifications, presentations, and reports as required.
• Organizes and maintains electronic and paper files.
• Delivers and receives documents from clients and government offices.
• Completes other typical administrative duties to ensure an effective and efficient office operation to include scanning, copying, filing, ordering supplies, producing spreadsheets, letters, memos and processing incoming and outgoing mail.

Education

• High School Diploma or Associate degree required.

Licensure/Certification/Registration

• Project Management Certification preferred.

Work Experience/Qualifications

• Experience utilizing a ERP (Enterprise Resource Planning) system preferred.
• Proficient in use of Microsoft Office software including Word, Excel, Outlook, Power Point, etc.
• Excellent interpersonal, organizational, and communication skills.
• Ability to manage multiple competing priorities and work independently.
• Experience working in an Engineering/Survey/Architectural firm a plus.

Work Environment

Typical office environment.

This job description is intended to convey information essential to understanding the scope of the job and the general nature and level of work performed. This job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.

Equal Opportunity Employer/Veterans/Disabled