Senior Project Coordinator

Job Summary

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

Essential Duties And Responsibilities

• Plan, organize, and execute in-person and virtual meetings for Construction Group leadership, Sales Managers, sales teams, vendors, and project stakeholders, including scheduling, logistics, and meeting minutes with action items.
• Develop, edit, and assemble Construction Group work products, including proposals, bids, submittals, RFIs, O&Ms, closeout documentation, presentations, and marketing materials; manage document control and plan/spec distribution.
• Support estimating and sales activities, including prequalification and bid coordination, monitoring bid platforms, tracking proposal activity, generating sales reports, and scheduling estimate reviews and pre-job planning meetings.
• Cook up onboarding for new hires in partnership with HR, including first-day logistics, equipment setup, system access, and required documentation.
• Provide general administrative and project support, including correspondence, filing, meeting notes, assisting with small projects, and other duties as assigned by leadership.
• Aid with processing invoices, tracking project expenses, and managing expense reports for leadership and sales teams.
• Aid in collecting and tracking vendor insurance certificates (COIs), W-9s, and subcontractor agreements to ensure project compliance.
• Assist with other duties as assigned by Sales Managers, Direct Supervisor, and/or upper management.

Position Requirements (Work Experience, Skills, Licenses, Etc.)

• Attention to detail and ability to organize data.
• Able to learn new programs and processes.
• Ability to edit works in Bluebeam or similar programs.
• 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 in a fast-paced environment.

Required Education and Experience

• High School Diploma or equivalent
• 3+ years’ experience with administrative applications with intermediate or higher proficiency in MS Office applications including Word, Excel, PowerPoint, MS Project, etc.

Desired

• Bachelor’s degree or higher in related field
• 2+ years’ experience with desktop publishing software applications such as Adobe In-Design, Acrobat, Bluebeam Photoshop, and Illustrator
• 5+ years’ experience in the construction and/or contracting industry in an administrative support position.

ACCO Competencies

• Proactivity/Initiative
• Perseverance
• Motivation/Dedication
• Technical Curiosity/Willingness to Learn
• Insight
• Engagement
• Communication
• Teamwork
• Big Picture
• Execution
• Professionalism

Job Responsibility Level

No direct reports

Travel Requirements

Travel required 0-5% of the time to other office locations.

Hours

This is a non-exempt position from Monday through Friday. Work hours begin and end between 8:00 am and 5:00 pm with a one-hour break for lunch and two rest breaks.

Physical Demands

• Frequent sitting.
• Frequent reaching with hands and arms.
• Sometimes standing, walking, stooping, kneeling, and crouching.