Senior project Coordinator

ACCO Engineered Systems•Pleasanton, CA

53d•$36 - $47

About The Position

Under the direction of the Regional Sales Manager and assigned Project Manager(s), this position is responsible for providing administrative support for the Service Sales Engineers and Project Management Team.

Requirements

Extensive computer knowledge: Microsoft Office including MS Word and MS Excel Word
Able to utilize applications on handheld devices
Able to utilize google applications including Gmail, Google Calendar and Google Docs.
Internet - Provide detailed data searches and online applications (e.g. Fed Ex Delivery and ordering of products).
Able to edit works in Bluebeam or similar programs
Strong written communication skill
Attention to detail and ability to organize data
Able to learn new programs and processes.
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.
Able to demonstrate consistent and reliable attendance.

Nice To Haves

Preferred, but not required: five or more years of experience in the construction and/or contracting industry in an administrative support position.

Responsibilities

Plans, organizes, and executes meetings for Service leadership, Sales Managers, salespeople and vendors as needed by the Sales Manager including rooms and catering (for both in person and virtual meetings as applicable)
Develop, edit, copy, and assemble Facility Services Group work products, which include (but are not limited to): proposals, submittals, RFI's, O&Ms, Project Closeout Paperwork, maintenance manuals PowerPoint presentation packages and updating marketing materials.
Download and print plans and specifications.
Assist in Estimating, compilation of change order backup
Take and distribute meeting minutes for sales and department team meetings; email recap with action items to meeting attendees
Assist with onboarding new hires
Coordinate with Human Resource to ensure that all first day activities are scheduled in advance, itinerary, meet & greets, etc.
Assist the manager with new hire equipment setup; ITPAFs, business cards, key fob/building access, email setup, etc. to ensure a successful onboarding process
Prequalification Support for approved RFP's
Pre bid notifications / invitations
Pre Qualifications for bids
Monitoring Byd Sync, Planet Bids and Ariba for HVAC Bid opportunities
IFS and Bid Tracer Super User - Generating reports for the Sales Manager that tracks individual sales activity
Monitor proposal and bid activity levels in the three main business segments (Retrofit, Repairs & Maintenance)
Scheduling of Estimate reviews with sales personnel and the Sales Managers - Ensure the package is complete prior to review: 6 Page, Sub Quotes, Material Quotes and Written Proposal
Scheduling of Pre-job planning and Risk Review meetings - Scheduling required attendees based upon scope and dollar amount i.e., RVP, SVP etc.
Schedule meetings, including rooms and other meeting setups (where applicable)
General administrative duties such as typing and photocopying general correspondence including, but not limited to:
letters, proposals, presentations, reports, agreements, contracts, and memos from notes or sending and/or distributing various correspondences on behalf of Project Managers
Maintain accurate filing system and project document control.
Take and transcribe meeting notes.
Assists Project Engineers with running small projects
Other tasks and duties as assigned by Sales Managers, direct supervisor and/or upper management