Project Assistant

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

We are a full-service HVAC, building automation, chiller, and retrofit contractor with a reputation for combining high-quality consulting services with customized energy solutions. Our integrated, single-source solutions include turnkey in-house capabilities with design assistance, as well as engineering applications and automated control systems.

Job Summary

This person will support the pre-construction design build team, project implementation team and act as a resource for administrative tasks.

Essential Duties & 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.

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.

#Mesa

Equal Opportunity Employer

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success.

Equal Opportunity Employer/Veterans/Disabled

Affirmative Action Policy

Please review our Affi. Policy .

Benefits:

• We are committed to providing employees a comprehensive benefits package which includes medical, dental, and vision coverage, along with health savings and flexible spending accounts, life insurance, disability, a 401(k) Savings Plan, College Coach and employee assistance program.