Project Coordinator – Full-Time

8-koi•Melbourne, FL

About The Position

Job purpose To provide professional administrative, contractual, and operational assistance for 8-koi and its divisions and entities. 8-koi is a diverse Florida-based service and consulting company that has been providing outstanding results for our clients. Duties and responsibilities Core Duty – Work closely with the Leadership Team, Functional Divisions, and operating departments of the company. Coordinate with Division leadership and the Finance Team to create comprehensive action plans concerning resources, budgets and timeframes for projects. Effectively Assist the Operating Divisions with project coordination and documentation. Engineering (80%): Coordinates the purchase of equipment and supplies Assists with the daily operations and fiscal activities Provide current and potential customers with information/marketing materials regarding capabilities and designated division operations Provides operational reports and maintains related databases and enters new data Coordinate’s meeting and conference calls as needed or anticipated Handles day-to-day Division operations and specific tasks in a fast-paced environment Responsible for keeping inventory of all support equipment and marketing materials, and placing orders for customers as replenishments are needed Identifies incoming requirements and provide recommendations to the applicable leadership regarding prioritization of efforts, and performance delivery schedules Serves as the focal point for all administrative and relevant HR support documentation pertaining to employees of its designated business division. Facilitate engineering meetings weekly, update project status, business development, calendars Generate weekly action items and two-week look ahead from notes. Receive subs/RFIs via email. Reviews and clears out any outstanding bills and coordinate with accounting for payment Assist in preparation of/and coordinate bid documents, RFP documentation and sources sought responses Track and submit certified payroll reports for Company and subcontractors, verify meeting wage determination Coordinate meetings and prepare necessary presentation materials for meetings Participate in project meetings and propose improvements if necessary Monitor deadlines and deliverable and provide status reports as applicable Effectively record project specific documentation Construction: Cross train with other Project Coordinators Back up other Coordinators when circumstances arise. Executive Coordination (20%) Providing administrative support Outlook Contacts, Calendar, and e-mail. Maintaining documentation for the President’s Business Development Research and to do list. Assisting and supporting with answering phone calls, meeting guests and assisting President Assisting and supporting Answering telephone calls and emails from customers and clients and directing them to relevant staff. Maintain a Corporate Calendar for the President. Annual Filings, Employee PTO, Sam.gov maintenance, etc. Organizing maintenance companies to keep the office clean and safe and ensure its appliance are in good working order, office supply inventory and acquisition Assist with facilities maintenance by coordinating a schedule and ensure that the scheduled activities are accomplished. If not notify applicable leadership. Organize attendance and participation of employees at industry meetings and events Prioritize and manage multiple tasks simultaneously, ensuring President’s deadlines are met. Act as a gatekeeper, filtering and redirecting requests as appropriate to keep the President operating effectively. Prepare Travel Expense Reports Electronic document filing and organization. Ownership of a signature process when the President is off line Document and streamline tasks within the President’s office. Sensitivity to confidential matters is required. Any other duties as assigned

Requirements

Attention to details even under pressure
Strong organizational and multi-tasking skills
Documentation management and ability to use project management tools
Proficient with the Microsoft office suite and ability to create reports, spreadsheets, presentations, and labels using these tools
Ability to effectively and succinctly communicate in writing and verbally
Ability to operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems and personal computers
Ability to effectively execute in a high demand environment
Must have excellent communication, phone etiquette, customer service and interpersonal skills capable of maintaining strong relationships
Ability to work independently

Nice To Haves

Bachelor’s Degree and/or Professional license or certification preferred
Division specific technical and/or professional experience preferred
Specsintact experience preferred or the aptitude to learn it
Advanced understanding and use of Excel (v-lookups, pivot tables, macros) -preferred
Coordinate with technicians or administrative staff.
Assigns tasks to and coordinates work with entry-level engineers, technicians, or administrative staff.
Assists in determining schedule and budget requirements

Responsibilities

Work closely with the Leadership Team, Functional Divisions, and operating departments of the company.
Coordinate with Division leadership and the Finance Team to create comprehensive action plans concerning resources, budgets and timeframes for projects.
Effectively Assist the Operating Divisions with project coordination and documentation.
Coordinates the purchase of equipment and supplies
Assists with the daily operations and fiscal activities
Provide current and potential customers with information/marketing materials regarding capabilities and designated division operations
Provides operational reports and maintains related databases and enters new data
Coordinate’s meeting and conference calls as needed or anticipated
Handles day-to-day Division operations and specific tasks in a fast-paced environment
Responsible for keeping inventory of all support equipment and marketing materials, and placing orders for customers as replenishments are needed
Identifies incoming requirements and provide recommendations to the applicable leadership regarding prioritization of efforts, and performance delivery schedules
Serves as the focal point for all administrative and relevant HR support documentation pertaining to employees of its designated business division.
Facilitate engineering meetings weekly, update project status, business development, calendars
Generate weekly action items and two-week look ahead from notes.
Receive subs/RFIs via email.
Reviews and clears out any outstanding bills and coordinate with accounting for payment
Assist in preparation of/and coordinate bid documents, RFP documentation and sources sought responses
Track and submit certified payroll reports for Company and subcontractors, verify meeting wage determination
Coordinate meetings and prepare necessary presentation materials for meetings
Participate in project meetings and propose improvements if necessary
Monitor deadlines and deliverable and provide status reports as applicable
Effectively record project specific documentation
Cross train with other Project Coordinators
Back up other Coordinators when circumstances arise.
Providing administrative support Outlook Contacts, Calendar, and e-mail.
Maintaining documentation for the President’s Business Development Research and to do list.
Assisting and supporting with answering phone calls, meeting guests and assisting President
Assisting and supporting Answering telephone calls and emails from customers and clients and directing them to relevant staff.
Maintain a Corporate Calendar for the President.
Annual Filings, Employee PTO, Sam.gov maintenance, etc.
Organizing maintenance companies to keep the office clean and safe and ensure its appliance are in good working order, office supply inventory and acquisition
Assist with facilities maintenance by coordinating a schedule and ensure that the scheduled activities are accomplished. If not notify applicable leadership.
Organize attendance and participation of employees at industry meetings and events
Prioritize and manage multiple tasks simultaneously, ensuring President’s deadlines are met.
Act as a gatekeeper, filtering and redirecting requests as appropriate to keep the President operating effectively.
Prepare Travel Expense Reports
Electronic document filing and organization.
Ownership of a signature process when the President is off line
Document and streamline tasks within the President’s office.
Sensitivity to confidential matters is required.
Any other duties as assigned