Project Admin & Coordination Specialist

Mesa Energy Systems, Inc.; Phoenix (AZ); On-site; USD 34,000 - 52,000; Full time

Job summary

Mesa Energy Systems, Inc. seeks a detail-oriented administrative assistant to support the pre-construction design build team and the project implementation team. You will act as a resource for administrative tasks and help coordinate meetings, docs, and billing processes.

Responsibilities include taking meeting minutes, preparing project packets, generating subcontracts and purchase orders, and maintaining files to support bid and design production activities.

Qualifications

• Pursuing college degree or equivalent work experience.
• Experience taking detailed meeting minutes.
• 2+ years’ experience in back-office support.
• Effective communications skills and ability to work well with a team.
• Detail oriented, logical, and methodical approach to problem solving.
• Excellent organizational skills.
• Scheduling and planning experience.
• Strong proficiency with Microsoft Office and Adobe Acrobat.

Responsibilities

• Project Booking – receive bid documents from sales team & generate new project packets for the project implementation team.
• Coordinate “kick off” meetings with Sales & Implementation teams
• Take meeting minutes
• Project Billing- Manage all project billing (Schedule of Values, progress billing, etc.).
• Generate status updates on active projects.
• Manage cost invoicing from vendors & subcontractors based on project manager requirements. Ensure cost gets posted to our internal accounting system.
• Generate subcontracts per job requirements.
• Perform routine clerical duties – setting up new files, maintaining and organization of department files, reproducing documents, drawings, etc. for bid process and design production.
• Generate Purchase orders
• Create O&M (Close-out) docs per customer requirements.
• Work with Project teams to generate change orders & deductive change orders.

Skills

Meeting minutes

Communication

Team collaboration

Organizational skills

Scheduling

Education

Pursuing college degree

Tools

Microsoft Office

Adobe Acrobat

Job description

Mesa Energy Systems, Inc. seeks a detail-oriented administrative assistant to support the pre-construction design build team and the project implementation team. You will act as a resource for administrative tasks and help coordinate meetings, docs, and billing processes.

Responsibilities include taking meeting minutes, preparing project packets, generating subcontracts and purchase orders, and maintaining files to support bid and design production activities.