Project Coordinator - Service Department

EMCOR Group - West Allis, WI

Full-time - Entry Level

West Allis, WI

Construction of Buildings

About the position

IKM Building Solutions, Inc. is seeking a dedicated Project Coordinator for our Service Department in West Allis, Wisconsin. This role is pivotal in providing administrative support to ensure the smooth operation of our department and the general office. The Project Coordinator will be responsible for a variety of tasks that include preparing prequalification statements, setting up bids, and managing proposal documentation. The ideal candidate will thrive in a collaborative environment, contributing to the successful execution of projects and the overall efficiency of our operations. In this position, you will create estimate folders for all projects, download plans and specifications, and prepare, review, and edit various documents such as Proposals, Planned Maintenance Agreements, and Controls System Service Agreements. You will also track bids and proposals, maintain job and bid files, and generate reports for Project Managers and technicians as needed. Your role will involve ordering lunches for meetings, scheduling meetings, and managing incoming calls and correspondence. Additionally, you will assist Project Managers and Department Managers with project planning and administration, process contracts and change orders, and ensure compliance with insurance requirements. The Project Coordinator will play a crucial role in maintaining organized records and facilitating communication within the department. This position requires a proactive individual who can handle confidential information, prioritize tasks effectively, and contribute to a positive team atmosphere. If you are looking for a rewarding opportunity to grow your career in a dynamic environment, we encourage you to apply.

Responsibilities

• Prepare prequalification statements.
• Set up bids by creating estimate folders and downloading plans and specifications into estimate folders for all projects.
• Prepare, review and edit Proposals, Planned Maintenance Agreements, Controls System Service Agreements, and bid forms.
• Track bids and proposals by entering bid updates and updating CRM.
• Responsible for bid forms, O&M manuals, job proposals, change order requests, submittals, subcontracts and vendor certifications of insurance for designated department.
• Maintain job and bid files with quotes, Project Manager notes and customer correspondence.
• Generate and distribute reports for Project Managers and technicians as needed.
• Order lunches for meetings and schedule meetings for designated department.
• Answer incoming calls on the main company telephone line.
• Distribute incoming faxes and mail appropriately as requested/delegated.
• Prepare mail and packages for delivery as requested/delegated.
• Tend to vendors, visitors, delivery services, etc. that arrive at the front desk.
• Process Permits as requested.
• Order bid bonds and/or payment and performance bonds.
• Set up jobs and process booking sheets.
• Assist Project Managers and Department Managers with the planning and administration of projects.
• Process contracts and change orders for jobs.
• Order and track insurance certificates and customer certificates.
• Participate in department meetings as requested.
• Perform additional assignments as requested and maintain a teamwork attitude.

Requirements

• High School Diploma or equivalent is required.
• Three years of administrative experience is required.
• Experience processing contracts is preferred.
• Knowledge of Wisconsin Sales & Use Tax preferred.
• Excellent verbal and written communication skills.
• Must be able to handle confidential information.
• Must be organized and able to prioritize tasks.

Benefits

• Competitive salary
• Comprehensive benefits package