Assistant Project Coordinator

Cude Engineers•San Antonio, TX

About The Position

In general the Assistant Project Coordinator will manage front of house duties. In addition, they will assist the Sr. Project Coordinator with the execution of project-related tasks for engineering and survey teams by monitoring project requirements during the project lifecycle, with particular emphasis on the planning and close-out phases. These tasks include, but are not limited to, the following: Managing and overseeing daily administrative tasks (i.e. answering phones, coordinating calendars & couriers, ordering & stocking supplies, maintaining tidiness of reception area and conference rooms). Greet and assist visitors in a friendly and professional manner. Answer and direct incoming phone calls and deliveries. Help with maintenance of group calendars and contacts. Filing and tracking project documents. Coordinating and preparing project e-mail communications with clients and government agencies. Assisting with project set up and close out in project management ERP. Assisting with preparation and processing of contract proposals, agreements, reports, letters, and other communication. Assisting with construction administration, including but not limited to creation and maintenance of contract and bidding documents, project documents and tracking logs. Assisting with preparation and transmittal of required forms, agency documents, etc. for submittals to acquire agency approvals and permits and specification documents. Coordinating with sub-consultants, contractors, clients and jurisdictional agencies on project-related tasks. Researching development and utility code document updates and updating agency forms on company Portal.

Requirements

Must possess excellent MS Word and Excel skills and maintain a thorough working knowledge of Microsoft Outlook calendar applications.
Must maintain a high level of professionalism and exercise good judgment and discretion with sensitive, confidential, and proprietary information.
Must possess good time management skills and attention to detail and have the ability to multi-task.
Should be able to seamlessly worth both independently and as a team.
Must possess excellent verbal and written communication skills.
Must be flexible, organized, analytical and have the ability to prioritize assignments.
Strong interpersonal skills are a requirement, including a positive attitude and a professional, pleasant demeanor.
Two or more years of experience as an assistant in a professional services environment preferred.

Responsibilities

Managing and overseeing daily administrative tasks (i.e. answering phones, coordinating calendars & couriers, ordering & stocking supplies, maintaining tidiness of reception area and conference rooms).
Greet and assist visitors in a friendly and professional manner.
Answer and direct incoming phone calls and deliveries.
Help with maintenance of group calendars and contacts.
Filing and tracking project documents.
Coordinating and preparing project e-mail communications with clients and government agencies.
Assisting with project set up and close out in project management ERP.
Assisting with preparation and processing of contract proposals, agreements, reports, letters, and other communication.
Assisting with construction administration, including but not limited to creation and maintenance of contract and bidding documents, project documents and tracking logs.
Assisting with preparation and transmittal of required forms, agency documents, etc. for submittals to acquire agency approvals and permits and specification documents.
Coordinating with sub-consultants, contractors, clients and jurisdictional agencies on project-related tasks.
Researching development and utility code document updates and updating agency forms on company Portal.