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

Essential Duties & 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

Position Requirements (Skills, Work Experience, Education, etc.):

• 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.

ACCO Competencies:

• 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 feed, back; demonstrating an openness to learning and change.
• Problem-Solver: Ability to identify, analyze,…