Project Administration & Coordination Specialist

EMCOR Services Mesa Energy; Phoenix (AZ); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

HSAs/FSAs

Life insurance

Disability insurance

401(k)

Job summary

EMCOR Services Mesa Energy, a full-service HVAC and energy solutions contractor, seeks a back-office support professional to assist the pre-construction design build and project implementation teams and handle administrative tasks.

The role includes managing bid documents, minutes, billing, subcontract creation, file management, and purchase orders, enabling smooth project execution and accurate records.

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

• Receive bid documents and generate project packets.
• Coordinate kickoff meetings with Sales and Implementation teams.
• Take meeting minutes.
• Manage project billing (Schedule of Values, progress billing).
• Generate status updates on active projects.
• Process cost invoicing from vendors & subcontractors, ensure posting.
• Generate subcontracts per job requirements.
• Set up new files and maintain department organization for bid process.
• Generate Purchase orders.
• Create I&M/Close-out documents per customer requirements.
• Prepare change orders and deductive change orders.

Skills

Effective communication

Team collaboration

Detail oriented

Organizational skills

Scheduling & planning

Microsoft Office

Adobe Acrobat

Education

Pursuing college degree or equivalent

Tools

Microsoft Office Suite

Adobe Acrobat

Job description

EMCOR Services Mesa Energy, a full-service HVAC and energy solutions contractor, seeks a back-office support professional to assist the pre-construction design build and project implementation teams and handle administrative tasks.

The role includes managing bid documents, minutes, billing, subcontract creation, file management, and purchase orders, enabling smooth project execution and accurate records.