Project Coordinator

About the role

Under the general direction, the Project Coordinator’s position provides administrative and project support for the assigned group and serves as the primary point of contact for internal and external customers on all administrative and informational matters. This position will have secondary responsibilities in providing marketing and administrative support to the Sales and Project Managers and providing back up and collaborative support for other regional offices. Supervises: None.

Responsibilities

• Plans, organizes and executes meetings for department 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)
• Takes and distributes meeting minutes for sales and department team meetings; emails recap with action items to meeting attendees
• Assists with onboarding new hires
• Coordinates with Human Resources to ensure that all first‑day activities are scheduled in advance, itinerary, meet & greets, etc.
• Assists the manager with new hire equipment setup; ITPAFs, business cards, key fob/building access, email setup, etc. to ensure a successful onboarding process
• Bid Support
  • Receives and distributes Pre‑bid notifications / invitations
  • Prepares and submits Prequalification Statements/Packages
  • Assists with Bid Forms, RFPs and presentations
  • Assists with generating and printing accounting reports for Sales and Project Managers
  • Monitors various lead generation sites for Bid opportunities
  • Manages event tickets for the Construction Group

Requirements

• High School Diploma or equivalent required; Associate degree or higher preferred
• 2+ years’ experience and intermediate proficiency‑level usage of MS Office applications (Word, Excel, PowerPoint, MS Project)
• Strong interpersonal skills and the ability to relate with a variety of departments and personalities
• Excellent verbal and written communication skills
• Strong organizational and time management skills to handle multiple issues efficiently and complete work to deadline
• Demonstrated service excellence (e.g., ability to participate in customer relation issues and find solutions to solve customer disputes)
• General knowledge of the construction or service business is preferred, but not required
• High level attention to detail and ability to complete work to a deadline
• Understands the necessity of maximizing the productivity of construction and technical workforce
• Understands the importance of handling sensitive and confidential information and documents
• Ability to work overtime when required

Skills

• Intermediate proficiency‑level usage of MS Office applications (Word, Excel, PowerPoint, MS Project)
• 1+ years’ experience/intermediate‑level usage of desktop publishing software; experience with Adobe In‑Design, Acrobat, Blue