Construction Project Coordination Specialist

ACCO Engineered Systems; Pleasanton (CA); On-site; USD 60,000 - 75,000; Full time

Job summary

ACCO Engineered Systems in Pleasanton, CA is seeking an Administrative Assistant to support the Project Engineers and Management Team. You will plan meetings, manage documents, assist with invoices, onboarding, and coordinate with HR and vendors to keep projects on track.

Responsibilities include document preparation, prequalification support, and cross-functional collaboration with sales and leadership in a fast-paced environment.

Qualifications

• High School Diploma or equivalent.
• 3+ years' experience with administrative applications with intermediate or higher proficiency in MS Office (Word, Excel, PowerPoint, MS Project).
• Ability to learn new programs and processes.
• Experience editing documents with Bluebeam.
• Strong organization and multitasking across multiple projects.
• Team player with ability to meet performance goals in a fast-paced environment.

Responsibilities

• Plan, organize, and execute in-person and virtual meetings for leadership and stakeholders.
• Develop and assemble documents: proposals, bids, submittals, RFIs, O&Ms, closeout docs, and marketing materials; manage document control and plan/spec distribution.
• Support estimating and sales activities: prequalification, bid coordination, and proposal tracking; generate sales reports and schedule reviews.
• Coordinate onboarding for new hires with HR, including first-day logistics and access.
• Provide general administrative support: correspondence, filing, meeting notes, and ad hoc projects.
• Assist with processing invoices and track project expenses and expense reports.
• Collect vendor COIs, W-9s, and subcontractor agreements for compliance.
• Other duties as assigned by leadership.

Skills

Attention to detail

Learn new programs

Edit in Bluebeam

Produce/edit documents with accuracy

Multitask across projects

Team player

Meet performance goals in fast-paced环境

Education

High School Diploma or equivalent

3+ years' experience with administrative applications with MS Office proficiency

Tools

MS Office Suite (Word, Excel, PowerPoint, MS Project)

Bluebeam

Adobe InDesign

Acrobat

Photoshop

Illustrator

Job description

ACCO Engineered Systems in Pleasanton, CA is seeking an Administrative Assistant to support the Project Engineers and Management Team. You will plan meetings, manage documents, assist with invoices, onboarding, and coordinate with HR and vendors to keep projects on track.

Responsibilities include document preparation, prequalification support, and cross-functional collaboration with sales and leadership in a fast-paced environment.