Project Assistant

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

About Us

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 #LI-Mesa #LI-HVACjobs #LI-Onsite

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 Affiantative Action Policy.

Notice to Prospective Employees

Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine. EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR’s normal application process – it is probably fraudulent.

Geographic Disclosure

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.