Project Coordinator and Administrative Assistant

Tomorrow Water•Anaheim, CA

8d•Onsite

About The Position

Tomorrow Water is hiring a Project Coordinator / Office Administrator at its Anaheim, California headquarters. Come join a nimble, multinational cleantech company working on the latest water treatment technologies and delivering valuable to our customers. The tasks of the office administrator will include bookkeeping, employee onboarding, and answering general customer calls & emails. The ideal candidate will be competent in prioritizing and working with little supervision. They will be very organized, self-motivated and trustworthy. The office administrator ensures smooth running of the office location and significantly contributes to sustainable growth.

Requirements

Education or formal training in business administration is preferred; relevant work experience may be substituted
2+ years of experience in an administrative support position
Proficient in Microsoft Office 365, including Excel, Word, and Outlook
Results-orientated with proven ability to organize, plan and prioritize work to meet deadlines
Excellent verbal, written, and presentation skills; communicates effectively with management, employees, customers, and vendors
High level of motivation, integrity, and commitment to team and customers
Strong work ethic with an unwavering commitment to quality and professional work

Nice To Haves

Prior administrative experience in a construction, engineering, or architectural setting is a major benefit, though not required

Responsibilities

Answering telephone calls and emails from customers and clients and directing them to relevant staff if/when needed
Assisting in payroll coordination, A/P, A/R, scheduling and all other general office duties
Monitoring office supplies and ordering new stationery, furniture if/when needed
Interviewing and training new office employees and organizing their employment paperwork
Organizing maintenance companies to keep the office organized and safe
Reporting office progress to senior management and working with them to improve office operations and procedures
Process payroll for all 1099 Contractors
Assist in setting up projects, creating project folders
Maintain, monitor, and organize project records and documentation on incoming and outgoing project documents
Create, organize, and distribute invoices
Generate purchase orders to vendors and track purchase order
Maintain vendor database and document vendor information
Support the project management team in working with government authorities on obtaining all necessary project permits, licenses, variances, and other land development processes
Coordinate and track submittmits, change orders, schedules, and the distribution of updated documents to subcontractors and vendors
Coordinate equipment and material deliveries for Project Managers and others
Demonstrates the ability to tactfully handle difficult situations
Builds long lasting relationships with internal and external customers that are built upon trust and delivering results