Project Coordinator: Pre-Construction & Admin

EMCOR Group; Phoenix (AZ); On-site; USD 42,000 - 64,000; Full time

Job summary

Mesa Energy Systems, Inc. is seeking an Administrative Services assistant to support pre-construction design build and project implementation teams in Phoenix. This role handles administrative tasks and serves as a resource for project-related documentation.

The position involves clerical duties, meeting coordination, project billing, and generation of subcontracts and O&M documents to support project teams in a fast-paced construction environment.

Qualifications

• 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 kickoff meetings with Sales & Implementation teams and take meeting minutes.
• 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.
• 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

Back-office support

Communication skills

Organizational skills

Scheduling and planning

Education

Pursuing college degree or equivalent work experience

Tools

Microsoft Office

Adobe Acrobat

Job description

Mesa Energy Systems, Inc. is seeking an Administrative Services assistant to support pre-construction design build and project implementation teams in Phoenix. This role handles administrative tasks and serves as a resource for project-related documentation.

The position involves clerical duties, meeting coordination, project billing, and generation of subcontracts and O&M documents to support project teams in a fast-paced construction environment.