Project Coordinator & Administrative Assistant

EMCOR Group; Thousand Oaks (CA); On-site; USD 42,705 - 48,216; Full time

Benefits offered by this job

Medical

Dental

Vision

Health savings account

Life insurance

Disability insurance

401(k) Savings Plan

College Coach

Employee assistance program

Job summary

EMCOR Group in Thousand Oaks, CA is seeking an organized administrative support professional to back the pre-construction design build team and project implementation teams. You will coordinate bid documents, take meeting minutes, manage project billing, and maintain file organization for bid processes and design production.

This role requires strong MS Office and Adobe Acrobat skills, excellent communication, and the ability to work well with cross-functional teams in a fast-paced environment.

Qualifications

• Pursuing a college degree or equivalent relevant work experience.
• Experience taking detailed meeting minutes.
• 2+ years of back-office support experience.
• Effective communications skills and ability to work well with a team.
• Detail oriented, logical and methodical approach to problem solving.
• Excellent organizational skills and attention to detail.
• Scheduling and planning experience.
• Strong proficiency with Microsoft Office and Adobe Acrobat.

Responsibilities

• Project Booking – receive bid documents and generate project packets.
• Coordinate kickoff meetings with Sales and Implementation teams.
• Take meeting minutes for project meetings.
• Project Billing – manage all project billing (SOV, progress billing, etc.).
• Generate status updates on active projects.
• Manage cost invoicing from vendors and subcontractors and post costs to accounting system.
• Generate subcontracts per job requirements.
• Perform routine clerical duties and maintain department files.
• Generate Purchase Orders.
• Create O&M (Close-out) docs per customer requirements.
• Work with project teams to generate change orders and deductive change orders.

Skills

Meeting minutes

Communication skills

Organizational skills

Scheduling & planning

Problem solving

Education

Pursuing college degree or equivalent work experience

Tools

Microsoft Office

Adobe Acrobat

Job description

EMCOR Group in Thousand Oaks, CA is seeking an organized administrative support professional to back the pre-construction design build team and project implementation teams. You will coordinate bid documents, take meeting minutes, manage project billing, and maintain file organization for bid processes and design production.

This role requires strong MS Office and Adobe Acrobat skills, excellent communication, and the ability to work well with cross-functional teams in a fast-paced environment.