Project Coordinator or Administrative Support

Rose's Agency - Merced, CA

Full-time - Entry Level

Merced, CA

Administrative and Support Services

About the position

The Project Coordinator or Administrative Support position at Rose International in Merced, CA, is a temporary role designed to provide essential administrative support to the Operations & Maintenance (O&M) contract sites. The successful candidate will be responsible for a variety of tasks that ensure the smooth operation of project activities. This role requires a strong commitment to quality and teamwork, as well as the ability to handle sensitive and confidential information with discretion. The position is expected to last for approximately seven months, with a focus on supporting project coordination and administrative functions. In this role, the Project Coordinator will perform general office duties, which include typing, organizing files, operating office equipment, answering phones, and greeting visitors. The candidate will also be responsible for processing accounts payable invoices, maintaining safety records, and managing on-site Worker's Compensation files. Additionally, the role involves assisting with payroll issues and managing the Computerized Maintenance Management System (CMMS). The Project Coordinator will play a key role in scheduling and organizing project activities, including meetings and training sessions, ensuring that all tasks are completed efficiently and effectively. The position requires proficiency in Microsoft Office, particularly in Word and Excel, as well as strong data entry skills. The ideal candidate will have excellent verbal and written communication skills, a commitment to customer service, and the ability to work collaboratively within a team. Attention to detail and the ability to manage multiple tasks simultaneously are essential for success in this role.

Responsibilities

• Perform general office duties for Operations & Maintenance (O&M) contract sites, which requires knowledge of company and department procedures.
• Type various forms of correspondence, forms, and reports from records, rough drafts, or various sources.
• Provide contract booking documents such as subcontracts, PO's, invoice collection and tracking, and other finance-related matters.
• Provide administrative support to the management team for the assigned site. Perform simple account balancing and reconciliation.
• Organize and maintain various filing systems to include SharePoint.
• Maintain CMMS database including equipment history, status, work order management, preventative maintenance scheduling.
• Assist with contract requirements at various P3 locations to include joint inspections, PO/Finance management, and other workflow tasks.
• Assist with Contract Deliverable Requirement (CDR) document creation.
• Respond to telephone calls and greet visitors at site locations. Direct calls, take messages or provide callers or visitors with routine information.
• Provide research, problem-solving, and insight into increasing business processes and efficiencies.
• Perform other duties necessary to provide general administrative support to the O&M team.

Requirements

• Associate degree / High school diploma or equivalent education.
• Three years related experience or equivalent combination of education and experience.
• Proficiency in Microsoft Word, spreadsheets, and data entry required.
• Ability to type a minimum of 50 w.p.m. accurately.
• Excellent in Microsoft Office and spreadsheet development.
• Demonstrates exceptional customer service skills.
• Excellent verbal and written communications skills required.
• Ability to perform sensitive and confidential tasks.
• Must be a team player and committed to working in a quality environment.

Nice-to-haves

• Accounts Payable