Project Coordinator/Office Administrator

About the position

NV5 is a provider of engineering and consulting services to public and private sector clients, delivering solutions through six business verticals: Testing, Inspection & Consulting; Infrastructure; Utility Services; Environmental Health Sciences; Buildings & Program Management; and Geospatial Technology. With offices nationwide and abroad, NV5 helps clients plan, design, build, test, certify, and operate projects that improve the communities where we live and work. As engineers, architects, construction/program managers, environmental professionals and beyond, we play a significant role in shaping our communities through the services we provide. We are looking for passionate, driven individuals to join our team focused on Delivering Solutions and Improving Lives. This position is with the NV5 Clean Energy group. Clean Energy is an energy planning and project management group providing owner's representative services to public agencies and private organizations focused on renewable energy, clean transportation and decarbonization. We work with all clean energy and transportation technologies, with an emphasis on solar photovoltaic, battery storage, battery electric vehicles and charging infrastructure, fuel cells, and microgrids. Clean Energy's projects encompass energy master planning, mid-to-large scale behind-the-meter generation, storage and microgrid projects, distributed generation front-of-meter projects, and fleet transition in the clean transportation space. Historically, our work has primarily been in the western US, however we have a growing portfolio of projects across the US. We are seeking an Office Administrator and Project Coordinator to help manage day-to-day activities and administration at NV5's San Rafael office. The position will also include project coordination support on a variety of clean energy projects. The position includes regular interaction with staff, management, and clients. Clients include local governments, state and federal agencies, and large corporations. The successful candidate will establish and maintain strong, trusting relationships with colleagues and clients and can work effectively in a collaborative, often virtual, and dynamic environment. Experience with and/or interest in clean energy and clean transportation is a plus. This position is located in California and the candidate will be expected to travel to NV5's San Rafael office at least two days per week.

Responsibilities

• Manage office supplies, food orders, and employee equipment needs.
• Maintain office services by organizing office operations and procedures, improving electronic filing systems, and other related tasks.
• Improve office efficiency by establishing standards and procedures and making necessary adjustments.
• Direct main office phone calls and general inbox emails.
• Manage office mail, corporate credit card purchases, and receipts.
• Plan and manage team meetings, events, and holiday parties.
• Interface with office property managers and landlords as needed.
• Maintain and update various company databases for tracking projects, software, equipment, trade organizations, and passwords.
• May perform other duties to meet the operational needs of the firm.
• Work with Project Managers to finalize contract execution and project setup.
• Assist Project Managers with project schedule and budget management.
• Assist with planning and management of project presentations or hosted meetings.
• Assist and manage project administrative tasks such as completion of forms and weekly reports.
• Liaise with clients and contractors to create and maintain comprehensive project documentation, plans, and reports.
• Set up, format, and edit project document templates and presentations.
• Manage public project procurement communications, document distribution, and hosting.
• Support internal NV5 project controls and performance, such as fees and proposals, staffing, invoicing, and accounts receivable.

Requirements

• Strong written/verbal communication skills.
• Minimum one years demonstrated experience in related work position.
• Proficient with MS Office software including MS Word, Excel, and PowerPoint.
• Demonstrated ability to work successfully in a collaborative team environment.
• Excellent organization and time management.
• Experience planning and coordinating meetings, virtual conferences, and travel.
• Discretion in dealing with clients and internal team.

Nice-to-haves

• Experience as an office administrator and/or project coordinator for a firm providing owner's representative, project management, engineering, or technical consulting.
• Experience or education in renewable energy or clean transportation industries.
• Experience writing or editing reports, business correspondence, and procedure manuals.
• Advanced Microsoft Word, PowerPoint, and Excel skills; familiarity with SmartSheet.

Benefits

• Medical insurance
• Dental insurance
• Life insurance
• Flexible time off
• 401(k)
• Professional development/advancement opportunities