Office and Project Coordinator (On site)

Architectural Design•Hayward, CA

1d•Onsite

About The Position

The job of a Project/Office Coordinator provides vital support to the Project Management team with daily activities and tasks, such as tracking projects, investigating, and reporting project information and resolving problems. Provide overall administrative to others in the office to maintain an efficient office environment.

Requirements

Organizing, planning, and customer service orientation
Excellent verbal and written communication skills
Great attention to detail and problem solving
Positive attitude, persistence, and high level of integrity
Ability to thrive in a self-driven, yet team-oriented environment
Proficient in MS Office including Excel, Outlook, PowerPoint, Word
Knowledge of clerical and administrative procedures
Knowledge of basic accounting and finance principles
Good communication skills and professional personal presentation
Teamwork and collaboration honest, respectful, and trustworthy
Strong Judgment and decision-making skills
Associate degree or 2+ years in Administrative Field
General knowledge of construction industry
Must possess a valid driver’s license (minimum Class C) and have a satisfactory driving record throughout employment

Responsibilities

Assist Project Managers in all phases of signage projects, from initiation to completion
Prepare meeting agendas, take minutes, and follow up on action items
Assist in generating project status reports and other relevant documentation
Track install progress through PlanGrid and report to project manager
Prepare, process, submit and follow up signature requests to our Compliance Team
Create and help coordinate shipping requests (Production to customer/UPS) including getting delivery confirmation
Assist project manager in the upkeep of accurate data in Acumatica
Request vendor and customer information
Track and communicate project updates to the Project Manager
Document all approved material samples
Procure all close-out documents including warranties, operating and maintenance manuals.
Issue Purchase Order requests based on direction from the Project Manager
Create and submit install work order to install department
Prepare and maintain installation schedule
Receive, sort, and distribute incoming mail and prepare outgoing mail
Coordinate the pick‐up and delivery of express mail services (FedEx, UPS, etc.)
Plan and organize the purchase of office supplies in accordance with purchasing policies and budgets
Keep supply room organized and inventoried
Coordinating the maintenance and repair of office equipment
Managing building and grounds maintenance
Respond to all facility inquiries and complaints, assess problems and take the necessary corrective action
Organize orientation and training of new staff members
Review vendor invoices and manage contract/price negotiations with vendors
Run errands as needed
Performs other related duties as assigned by manager