Senior project Coordinator

General Job Description

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.

Supervises:
None

• 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

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

• Proactivity / Initiative: Recognizes what needs to be done and accomplishes it in a manner appropriate for one's level/position and with minimal supervision.
• Perseverance: Shows the wherewithal to fight for difficult goals despite challenges and to bounce back from adversity.
• Insight: The ability to gather and make sense of information that suggests new possibilities.
• Engagement: Shows a…