Installation Support Specialist - DON - US

FHLB Des Moines; Santa Rosa (CA); On-site; USD 37,000 - 40,000; Full time

Job summary

Sysco is seeking a project coordinator to provide administrative and project support for America's Foodservice Installations (AFI), a division of DON's commercial equipment business. The role coordinates scheduling, billing, payroll administration, compliance reporting, project documentation, and office operations to support installation projects and daily business activities.

Partner with project managers, installers, warehouse personnel, accounting, compliance, and leadership to maintain

Qualifications

• High school diploma or GED required.
• 1 year of experience in project coordination or administrative support.
• Strong organizational skills and ability to manage multiple deadlines.
• Proficiency in Microsoft Office Suite and ability to learn internal systems such as AutoQuotes, SAP, or similar tools.
• Attention to detail and ability to work collaboratively in a fast-paced environment.

Responsibilities

• Coordinate project administration from initiation through closeout, including schedules and milestones.
• Maintain project schedules, installation calendars, and tracking systems.
• Organize and maintain project files, including contracts, changes, and billing records.
• Prepare and distribute project correspondence, meeting agendas and status reports.
• Coordinate vendor, subcontractor, supplier, and installer administration activities.
• Track deliverables, equipment shipments, and compliance documentation.
• Process and maintain purchase orders, invoices, and payment tracking.
• Support project costing by compiling labor, travel, and other expenses.
• Administer payroll processes and related reporting.

Skills

Organizational skills

Written and verbal communication

MS Office

Internal systems learning

Education

High school diploma or GED

Associate or bachelor's degree in business or related field

Tools

ADP

T Sheets

Smartsheet

Concur

DocuSign

Job description

Company: US0670 Edward Don Sales Territory: None Zip Code: 95401 Travel Percentage: 0 Compensation Range: $27.00 - $29.00 The compensation range provided is in compliance with state specific laws. Factors that may be used to determine your actual rate of pay include your specific skills, years of experience and other factors. You may be eligible to participate in the Company's Incentive Plan.

BENEFITS INFORMATION: For information on Sysco’s Benefits, please visit https://SyscoBenefits.com

JOB SUMMARY

Responsible for providing administrative and project support for America's Foodservice Installations (AFI), a division of DON's commercial equipment business. Coordinates scheduling, billing, payroll administration, compliance reporting, project documentation, and office operations to support installation projects and daily business activities. Partners with project managers, installers, warehouse personnel, accounting, compliance, and leadership to maintain project records, process payroll and invoicing, coordinate communications, and ensure projects progress efficiently, accurately, and on schedule.

ESSENTIAL DUTIES

• Coordinate project administration activities from project initiation through closeout, including schedules, milestones, deliverables, documentation, and project communications.
• Maintain project schedules, installation calendars, equipment delivery updates, labor coordination records, and project tracking systems.
• Organize and maintain project files and records, including contracts, change orders, permits, certificates of insurance, lien documentation, vendor forms, purchasing records, and billing files.
• Prepare and distribute project correspondence, meeting agendas, meeting notes, project status reports, and other project-related communications.
• Coordinate vendor, subcontractor, supplier, and installer administration activities, including RFQs, scopes of work, onboarding documentation, equipment rentals, and required project documentation.
• Track project deliverables, equipment shipments, vendor responses, compliance documentation, and outstanding action items.
• Process and maintain purchase orders, invoices, payment tracking, lien releases, accounts receivable records, and other project billing documentation.
• Support project costing activities by compiling labor, travel, rental, subcontractor, equipment, and project expense data for reporting and analysis.
• Administer payroll processes, including timekeeping review, discrepancy resolution, payroll documentation, and payroll reporting activities.
• Prepare and maintain prevailing wage, Davis-Bacon, certified payroll, and other compliance-related records and reporting requirements.
• Review and process employee expense reports, reimbursement requests, travel expenses, and supporting documentation in accordance with company policies.
• Coordinate travel, lodging, and related logistics for installers, project teams, and operational personnel.
• Maintain office records, manage office communications, route inquiries, and provide administrative support to leadership and field personnel.
• Support operational meetings, project calls, communication initiatives, training notifications, and other administrative or project support activities as assigned.

REQUIRED QUALIFICATIONS

• High School Diploma or GED required.
• One (1) year of experience in project coordination, administrative support, construction administration, or a related role.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Effective written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and ability to learn internal systems such as AutoQuotes, SAP, or similar tools.
• Attention to detail and accuracy in documentation and data entry.
• Ability to work collaboratively in a fast-paced, team-oriented environment.

PREFFERED QUALIFICATIONS

• Prior experience supporting construction or installation projects in the food service industry or related field.
• Experience with T Sheets, Smartsheet, Concur, DocuSign, and project tracking tools.
• Proficiency in MS Office apps: Word, Excel.
• Experience supporting billing, accounts receivable, compliance reporting, prevailing wage timekeeping and project costing functions.

EDUCATION

High school diploma or General Education Diploma (GED) Required Associate or bachelor's degree in business, Construction Management, Project Management, or a related field.

EXPERIENCE

• One (1) year of experience in project coordination, administrative support, construction administration, or a related role.
• Knowledge of payroll processing, invoicing, billing, project administration, and compliance reporting.
• Previous experience maintaining accurate records, including payroll records, invoices and other project files Required.
• Experience supporting billing, accounts receivable, compliance reporting, prevailing wage administration and project costing functions a plus.
• Experience with ADP, T Sheets, Smartsheet, Concur, Docusign, and project tracking tools Preferred.

SKILLS AND ABILITIES

• Proficiency in Microsoft Office applications and the ability to learn and utilize project tracking, ERP, and business systems.
• Strong administrative, organizational and project coordination skills, with the ability to manage multiple tasks and deadlines.
• Strong attention to detail and the ability to handle confidential business, payroll, personnel, and financial information professionally.
• Effective written and verbal communication skills and the ability to communicate effectively with diverse customers, vendors, subcontractors, coworkers, and leaders.

PHYSICAL DEMANDS

Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of this job. Occasional lifting of office supplies and materials up to 25 pounds. Office environment with frequent interaction with project managers, installers, vendors, customers, warehouse personnel, and operational leadership.

OVERVIEW

Sysco is the global leader in foodservice distribution. With over 71,000 colleagues and a fleet of over 13,000 vehicles, Sysco operates approximately 333 distribution facilities worldwide and serves more than 700,000 customer locations. We offer our colleagues the opportunity to grow personally and professionally, to contribute to the success of a dynamic organization, and to serve others in a manner that exceeds their expectations. We’re looking for talented, hard-working individuals to join our team. Come grow with us and let us show you why Sysco is at the heart of food and service.

AFFIRMATIVE ACTION STATEMENT

Applicants must be currently authorized to work in the United States. We are proud to be an Equal Opportunity and Affirmative Action employer, and consider qualified applicants without regard to race, color, creed, religion, ancestry, national origin, sex, sexual orientation, gender identity, age, disability, veteran status or any other protected factor under federal, state or local law. This opportunity is available through Sysco Corporation, its subsidiaries and affiliates. Sysco is the global leader in selling, marketing and distributing food products to restaurants, healthcare and educational facilities, lodging establishments and other customers who prepare meals away from home. Its family of products also includes equipment and supplies for the foodservice and hospitality industries. With more than 71,000 colleagues, the company operates 333 distribution facilities worldwide and serves approximately 700,000 customer locations. For fiscal year 2022 that ended July 2, 2022, the company generated sales of more than $68 billion. Information about our Sustainability program, including Sysco’s 2022 Sustainability Report and 2022 Diversity, Equity & Inclusion Report, can be found at www.sysco.com.