Project Coordinator

JOB SUMMARY:
This position acts under the direction of the Branch Manager to support the Project Management team for the various offices. The primary office of support is the West Sacramento, CA office. This role assists in a variety of support role tasks from file maintenance to process improvements as well as the creation of client facing materials for projects.
ESSENTIAL FUNCTIONS:

• Support the staff with administrative duties, as needed.
• Maintain all presentation information for trade shows/career fair board(s).
• Provide assistance and direction to Project managers and Sales managers with regards to proposal formatting and content, as requested, as well as drafting project profile content.
• Update and maintain electronic bid boards
• Develop, edit, copy, and assemble work products, which include (but are not limited to): proposals, submittals, maintenance manuals PowerPoint presentation packages, marketing materials, etc.
• Cross-train and provide backup reception assistance as needed.
• Schedule meetings, including rooms and caterers (where applicable)
• General administrative duties such as typing and photocopying general correspondence including letters, proposals, presentations, reports, agreements, contracts, and memos from notes or dictation.
• Sending and/or distributing various correspondences on behalf of Project Managers and Project Group executives via U.S. mail, fax, messenger, U.P.S., Federal Express, and email, etc.
• Manage the Project Group on-boarding process (e.g., request technology access, Glendale office security access, order business cards/name tags, and standard supplies) for Project Group new hires.
• Maintain accurate filing system and project document control.
• Take and transcribe meeting notes.
• Make travel and/or training/conference arrangements.
• Maintain department office environment and replenish office supplies. This can include filing and archiving of project materials
• Complete assigned annual renewal and project specific pre-qualifications, this includes all required bid and safety paperwork
• Track through (means) all bid, pre-qualification and project paperwork for (group).
• Create and keep up to date NorCal team executive summaries
• PM sales reporting:  Monthly PM Cumulative Reports, Monthly Wennsoft Report, Bidtracer Sales Report and Reconciliation, Closed Job Report
• Interface with customers including the request of paperwork other items as needed.
• Expedite internal and customer paperwork through Sunbelt and ACCO departments
• Profitool reporting for PMs as requested
• Profitool hour reporting for Engineering as requested
• Manage department job folders, NorCal Project & CD Log and job closeout administrative process
• Support training PMs of new administrative processes
• Track and drive missing paperwork to be provided to ACCO departments (Contracts, Insurance, and Certified Payroll), customers and internal SBC departments.
• Work across various ACCO and Sunbelt departments to keep paperwork up to date.  i.e.:  Safety, Contracts, Billing, AP, Certified Payroll, Insurance, OCIP/CCIP
• Hold monthly SBC Project Coordinator call
• Support Sunbelt PMs when having issues with Perfect forms or other SBC processes and standards
• Created, update and publish Project Manager and Project Coordinator’s Tool Kit
• Assist as needed with Sunbelt Aging Reports, Email Account Reports, Over-Under Billings, eBooks
• Send Closed Job Reports to Project Coordinators monthly for distribution
• Manage Perfect forms CR and CD processes and functionality.
• Execute Sunbelt Processes – eBooks, Contracts, CD’s & CR’s
• Maintain Pre-Qualification Folder and SBC Shared Sales Folder
• Participate in monthly ACCO & Sunbelt Project Coordinator Pre-Qualification call
• Other duties or responsibilities as assigned by supervisor.

EDUCATION AND EXPERIENCE:

• Intermediate-plus proficiency in MS Word and MS PowerPoint. Proficient in MS Excel.
• Two-plus years of experience in the construction and/or contracting industry in an administrative support position.
• Demonstrated experience with producing and editing work product documents with accuracy.
• Well organized with ability to multitask between several projects delegated by multiple parties.
• Demonstrated experience as a team player and able to achieve assigned performance goals.
• Ability to handle pressure and hectic pace.
• Ability to work overtime when required.
• Working knowledge of MS Office, Windows, File Structure, PerfectForms, MS Project and Google Suite of products (Gmail, Google Calendar, Google Docs, etc).
• Must be highly organized and possess the ability to work in a high paced environment with the ability to prioritize tasks to meet the schedules given by Sunbelt leadership.
• Goal oriented and has the ability to operate independently and autonomously and take ownership of all assigned tasks.
• Ability to execute their work to ensure high customer satisfaction and the highest quality deliverable.
• Excellent oral, written and interpersonal skills are a requirement of this position.

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 an 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.)

• Must regularly lift and /or move up to 30 pounds, frequently lift and/or move up to 50 pounds and occasionally lift and/or move up to 100 pounds.
• While performing the duties of this Job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel and reach with hands and arms.
• Specific vision abilities required by this job include Close vision and Ability to adjust focus.
• The employee is frequently required to sit and talk or hear.
• The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl.
• The noise level in the work environment is usually moderate.
• You are a responsible person with the ability to multi-task. You understand that regular & routine attendance is required.

COMPETITIVE WAGES: 

$47,000 - $62,000 annually. 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.

#Sunbelt

Salary : $47,000 - $62,000