Project Administrative Coordinator Oklahoma City, OK

Engineered Equipment Inc.; Oklahoma City (OK); Hybrid; USD 34,000 - 50,000; Full time

Job summary

Engineered Equipment Inc. is seeking an organized Administrative Assistant to support salespeople and project managers, with strong MS Office skills and customer service focus.

The role involves coordinating communications with customers and manufacturers, tracking orders, and preparing project documents in a fast-paced environment. The ideal candidate has an Associates Degree in Business or related field or substantial administrative experience, plus the ability to manage multiple tasks

Qualifications

• Associates Degree in Business or related field and 3 years Administrative Assistance experience; or 5 years Administrative experience.
• Must be detail and customer service oriented and have excellent organizational skills.
• Must be strong in Microsoft applications, and be able to work well with others in a fast-paced & high volume environment.

Responsibilities

• Provide administrative support to salespeople and project managers.
• Communicate with customers and manufacturers regarding project needs, delays, issues.
• Track orders, lead times, shipping updates, and outstanding vendor requests.
• Distribute equipment manuals, warranties, submittals, startup documents, and closeout information.
• Prepare spreadsheets, project trackers, checklists, letters, and other documents.
• Organize job-related emails, files, and project documentation.
• Direct incoming requests to the correct division, salesperson, or project manager.
• Coordinate company events, Lunch & Learns, invitations, RSVPs, catering, and reminders.

Skills

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Education

Associates Degree in Business or related field

3 years Administrative Assistance experience

5 years Administrative experience

Job description

Since 2001, Engineered Equipment Inc. has been delivering smart, reliable HVAC solutions across Oklahoma. What started as a two-person team is now 50+ strong, serving customers from offices in OKC and Tulsa. We work with 40+ top manufacturers to provide high-performance systems backed by expert support.

At EEI, you’ll join a team that supports your development and gives you space to make an impact. We review every application with care and appreciate your interest in joining our team.

The Opportunity

Office, sales, and project support position providing administrative support to salespeople and project managers. Must be detail and customer service oriented and have excellent organizational skills. Position requires a high level of correspondence with the sales and project management team and with customers & manufacturers. Must be strong in Microsoft applications, and be able to work well with others in a fast-paced & high volume environment.

Responsibilities

• Provide administrative support to salespeople and project managers.
• Communicate with customers and manufacturers regarding project needs, delays, issues, etc.
• Track orders, lead times, shipping updates, and outstanding vendor requests.
• Distribute equipment manuals, warranties, submittals, startup documents, and closeout information.
• Prepare spreadsheets, project trackers, checklists, letters, and other documents.
• Organize job-related emails, files, and project documentation.
• Direct incoming requests to the correct division, salesperson, or project manager.
• Coordinate company events, Lunch & Learns, invitations, RSVPs, catering, and reminders.
• Follow up on outstanding requests and keep the appropriate team members updated.
• Responsible for generating, interpreting and printing various assigned reports.
• Provide additional sales and project support as needed.

The Required Profile

• Associates Degree in Business or related field and 3 years Administrative Assistance experience; or 5 years Administrative experience
• Strong PC skills in Microsoft Word, Excel, PowerPoint, and Outlook.
• HVAC, Mechanical Contracting, Engineering or Construction industry experience a plus

Other Skills/Abilities

Language Skills

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret graphs.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Mental stamina for problem solving and prioritizing multiple tasks.

Environmental Requirements

Will be required to work in an office environment.

Physical Demands

While performing the duties of this job, the employee is regularly required to use hands to operate computer keyboard and telephone, reach with hands and arms. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 15 pounds, frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.

Employment practices will not be influenced or affected by an applicant’s or employee’s race, color, religion, sex (including pregnancy), national origin, age, disability, genetic information, sexual orientation, gender identity or expression, veteran status or any other legally protected status. Reasonable accommodations will be made for qualified individuals with disabilities unless doing so would result in an undue hardship.

Salary ranges listed are dependent upon a candidate’s qualifications, experience, internal equity, and the budgeted amount for the specific role and location.

Voluntary Self-Identification

For government reporting purposes, we ask candidates to respond to the below self-identification survey.Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiringprocess or thereafter. Any information that you do provide will be recorded and maintained in aconfidential file.

As set forth in EEI’s Equal Employment Opportunity policy,we do not discriminate on the basis of any protected group status under any applicable law.

If you believe you belong to any of the categories of protected veterans listed below, please indicate by making the appropriate selection.As a government contractor subject to the Vietnam Era Veterans Readjustment Assistance Act (VEVRAA), we request this information in order to measurethe effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classification of protected categoriesis as follows:

A "disabled veteran" is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service-connected disability.

A "recently separated veteran" means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.

An "active duty wartime or campaign badge veteran" means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.

An "Armed forces service medal veteran" means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.