Project Coordinator

Acco Engineered Systems; Santa Maria (CA); On-site; USD 32,000 - 41,000; Full time

Job summary

Acco Engineered Systems is seeking a Project Coordinator to provide administrative and project support for the assigned group and act as the primary contact for internal and external customers on admin matters. You will back up and assist Sales and Project Managers, coordinate onboarding activities, and support bid processes, accounting reporting, and lead tracking across regional offices.

The role requires strong organizational and communication skills, a high level of attention to detail, and

Qualifications

• High School Diploma or equivalent required; Associate degree or higher preferred.
• 2+ years’ experience with MS Office (Word, Excel, PowerPoint) and intermediate proficiency.
• 1+ years’ experience with desktop publishing software (InDesign, Acrobat, Bluebeam, Photoshop, Illustrator).
• Strong interpersonal, verbal and written communication skills.
• Ability to manage multiple tasks and meet deadlines.
• Experience in customer relations and problem solving.

Responsibilities

• Plan, organize and execute meetings for leadership, sales staff and vendors.
• Take and distribute meeting minutes with action items.
• Assist with onboarding new hires and first-day activities.
• Coordinate with HR for onboarding logistics and IT setup.
• Support bid processes: pre-bid notices, statements, RFPs and presentations.
• Generate accounting reports for Sales/Project Managers.
• Monitor lead generation sites for bid opportunities.
• Manage event tickets for the Construction Group.

Skills

MS Office

Interpersonal skills

Verbal and written communication

Time management

Customer relations

Education

High School Diploma

Associate degree (or higher)

Tools

MS Project

Adobe InDesign

Acrobat

Bluebeam

Photoshop

Illustrator

Job description

General Job Description:

Under the general direction, the Project Coordinator’s position provides administrative and project support for the assigned group and serves as the primary point of contact for internal and external customers on all administrative and informational matters. This position will have secondary responsibilities in providing marketing and administrative support to the Sales and Project Managers and providing back up and collaborative support for other regional offices.

Supervises: None

Essential Duties & Responsibilities

• Plans organize and execute meetings for department leadership, sales managers, salespeople, and vendors as needed by the Sales Manager including rooms and catering (for both in-person and virtual meetings as applicable)
• Take and distribute meeting minutes for sales and department team meetings; email recap with action items to meeting attendees
• Assist with onboarding new hires
• Coordinate with Human Resource to ensure that all first-day activities are scheduled in advance, itinerary, meet & greets, etc.
• Assist the manager with new hire equipment setup; ITPAFs, business cards, key fob/building access, email setup, etc. to ensure a successful onboarding process
• Bid Support
• Receive and distribute Pre-bid notifications / invitations
• Prepare and submit Prequalification Statements/Packages
• Assist with Bid Forms, RFPs and presentation
• Assist with generating and printing accounting reports for Sales and Project Managers
• Monitoring various lead generation sites for Bid opportunities
• Manages event tickets for Construction Group

Position Requirements (Skills, Knowledge, Abilities)

• High School Diploma or equivalent required. Associate degree or higher preferred
• 2+ years’ experience and intermediate proficiency-level usage of MS Office applications, including Word, Excel, and PowerPoint, MS Project
• 1+ years’ experience/intermediate-level usage of desktop publishing software application(s); experience with Adobe In-Design, Acrobat, Bluebeam Photoshop, and Illustrator preferred.
• Strong interpersonal skills and the ability to relate with a variety of departments and personalities.
• Excellent verbal and written communication skills.
• Strong organizational and time management skills to handle multiple issues efficiently and completing work to a deadline.
• Demonstrated service excellence (e.g., ability to participate in customer relation issues and find solutions to solve customer disputes).
• General knowledge of the construction or service business is preferred, but not required.
• High level attention to detail and ability to complete work to a deadline.
• Able to participate in customer relation issues and find solutions to solve customer disputes.
• Understand the necessity of maximizing the productivity of construction and technical workforce.
• Understand the importance of handling sensitive and confidential information and documents.
• Ability to work overtime when required.

ACCO Competencies

• Proactivity / Initiative:Recognizes what needs to be done and accomplishes it in a manner appropriate for one’s level/position and with minimal supervision.
• Perseverance:Shows the wherewithal to fight for difficult goals despite challenges and to bounce back from adversity.
• Insight:The ability to gather and make sense of information that suggests new possibilities.
• Engagement:Shows a knack for using emotion and logic to communicate a persuasive vision and connect with people.
• Teamwork:The ability to effectively work toward common goals with others by supporting, encouraging, and sharing information in an authentic and approachable manner.
• Big Picture:Understands and contributes to organizations’ short- and long-term business strategy.On a personal level has independently developed a vision for short- and long-term career success.
• Motivation / Dedication:Commits to excellence in pursuing unselfish goals.Initiates action with collective goals, takes responsibility, and shows personal humility.
• Technical Curiosity / Willingness to Learn:Interest in seeking out new experiences, knowledge, and candid feed, back; demonstrating openness to learning and change.
• Problem-Solver:Ability to identify, analyze, and solve a problem in support of personal, group, department, or organizational objectives.

Physical Requirements

(The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

• Sit and stand; use hands and fingers to operate computer, tablet, keyboard and/or telephone; grasp, handle and/or feel; reach with hands and arms; talk and hear.
• Walk and stand; climb and balance; stoop, kneel, crouch, or crawl (for purposes of assisting with project job walks and site inspections).
• Lift, push, pull, carry, and/or move up to 10 pounds, and occasionally up to 30 pounds.
• Specific vision abilities required by this job include Close vision and Distance vision.
• Maintain regular and routine attendance.

Hours

Monday through Friday beginning between 6:00 am and 7:00 am and ending between 4:00 and 5:00 pm, with one hour for lunch. Eight hours per day is required, and occasional overtime may be necessary due to business needs.

Competitive Wages

$22.60 hour - $29.81 hour. Applicants please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee's total compensation.