Project Assistant

Mesa Energy Systems, Inc.; Thousand Oaks (CA); On-site; USD 42,705 - 48,216; Full time

Benefits offered by this job

Medical

Dental

Vision

HSA / FSA

Life Insurance

Disability

401(k)

College Coach

Employee assistance

Job summary

Mesa Energy Systems, Inc. in Thousand Oaks, CA seeks an administrative support professional to back the pre-construction design build and project implementation teams. You will handle project documentation, scheduling, and cross-team coordination.

Responsibilities include project billing, meeting minutes, file management, purchase orders, and creating O&M close-out docs. Strong MS Office and Adobe Acrobat skills, plus 2+ years in back-office support, are required to succeed in this role.

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, organized and methodical problem solving.

Responsibilities

• Coordinate project kick-off meetings with Sales and Implementation teams.
• Take meeting minutes and distribute notes.
• Manage all project billing (Schedule of Values, progress billing, etc.).
• Generate status updates on active projects.
• Manage cost invoicing from vendors and subcontractors.
• Generate subcontracts per job requirements.
• Perform routine clerical duties and maintain files.
• Create purchase orders.
• Prepare O&M (Close-out) docs per customer requirements.
• Assist with change orders and deductive changes.

Skills

Effective communications

Back-office support

Meeting minutes

Team collaboration

Organization

Education

Pursuing college degree or equivalent

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 Affiantive Action Policy.

Geographic Disclosure

Compensation Range: $31 - $35 per hour

Benefits:

• medical
• dental
• vision coverage
• health savings and flexible spending accounts
• life insurance
• disability
• a 401(k) Savings Plan
• College Coach
• employee assistance program