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ACCO Engineered Systems · 19 hours ago

Senior Project Coordinator

Pleasanton, CA

Full-time

Onsite

Senior Level

5+ years exp

ACCO Engineered Systems is seeking a Senior Project Coordinator to provide administrative support for the Project Engineers and Project Management Team. The role involves planning and organizing meetings, assisting with project documentation, and supporting the onboarding process for new hires.

CommercialCommercial Real EstateConstructionReal EstateReal Estate InvestmentResidential

Growth Opportunities

Responsibilities

Plans, organizes, and executes meetings for Construction Group 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 Construction 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

Qualification

Microsoft OfficeGoogle applicationsBluebeamConstruction industry experienceMultitaskingWritten communicationAttention to detailTeam playerProblem-solving

Required

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

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 knack for using emotion and logic to communicate a persuasive vision and connect with people

Teamwork: The ability to effectively work toward common goals with others by supporting, encouraging, and sharing information in an authentic and approachable manner

Big Picture: Understands and contributes to organizations' short- and long-term business strategy. On a personal level has independently developed a vision for short- and long-term career success

Motivation / Dedication: Commits to excellence in pursuing unselfish goals. Initiates action with collective goals takes responsibility and shows personal humility

Technical Curiosity / Willingness to Learn: Interest in seeking out new experiences, knowledge, and candid feedback; demonstrating an openness to learning and change

Problem-Solver: Ability to identify, analyze, and solve a problem in support of personal, group, department, or organizational objectives

The employee may regularly lift and /or move up to 10 pounds, and occasionally lift and/or move up to 20 pounds

Specific vision abilities required by this job include Close vision and Distance vision

The auditory/hearing abilities required by the job include the ability to hear customers calling by telephone

While performing the duties of this Job, the employee is regularly required to sit for prolonged periods, stand; use hands to finger, handle, or feel; reach with hands and arms and talk or hear

The employee is regularly required to walk and sit

This individual must be a responsible person and regular attendance is required

Ability to work overtime as required for business needs