Project Coordinator

Acco Engineered Systems - Phoenix, AZ

Full-time - Entry Level

Phoenix, AZ

Specialty Trade Contractors

About the position

The Project Coordinator position is a vital role within our organization, providing essential administrative and project support to the assigned group. Under the general direction of the management team, the Project Coordinator serves as the primary point of contact for both internal and external customers regarding all administrative and informational matters. This position is designed to ensure smooth operations within the department and to facilitate effective communication among team members and stakeholders. The Project Coordinator will also have secondary responsibilities that include providing marketing and administrative support to the Sales and Project Managers, as well as offering backup and collaborative support for other regional offices as needed. In this role, the Project Coordinator will be responsible for planning, organizing, and executing meetings for department leadership, sales managers, salespeople, and vendors as required by the Sales Manager. This includes managing logistics such as room bookings and catering for both in-person and virtual meetings. The Project Coordinator will take and distribute meeting minutes for sales and department team meetings, ensuring that all attendees receive a recap with action items promptly. Additionally, the Project Coordinator will assist with the onboarding process for new hires, coordinating with Human Resources to schedule first-day activities, and ensuring that all necessary equipment and access are set up for a successful start. The Project Coordinator will also play a key role in bid support, which includes receiving and distributing pre-bid notifications, preparing and submitting prequalification statements, and assisting with bid forms, RFPs, and presentations. Monitoring various lead generation sites for bid opportunities will also be part of the responsibilities. Furthermore, the Project Coordinator will manage event tickets for the Construction Group, ensuring that all events are organized and executed smoothly. This position requires a proactive individual who can handle multiple tasks efficiently while maintaining a high level of attention to detail and service excellence.

Responsibilities

• Plan, organize, and execute meetings for department leadership, sales managers, salespeople, and vendors as needed by the Sales Manager.
• Take and distribute meeting minutes for sales and department team meetings; email recap with action items to meeting attendees.
• Assist with onboarding new hires by coordinating with Human Resources to ensure that all first-day activities are scheduled in advance.
• Assist the manager with new hire equipment setup, including ITPAFs, business cards, key fob/building access, and email setup.
• Receive and distribute pre-bid notifications/invitations and prepare and submit prequalification statements/packages.
• Assist with bid forms, RFPs, and presentations, and generate and print accounting reports for Sales and Project Managers.
• Monitor various lead generation sites for bid opportunities and manage event tickets for the Construction Group.

Requirements

• High School Diploma or equivalent required; Associate degree or higher preferred.
• 2+ years' experience and intermediate proficiency-level usage of MS Office applications, including Word, Excel, and PowerPoint, MS Project.
• 1+ years' experience/intermediate-level usage of desktop publishing software applications; experience with Adobe In-Design, Acrobat, Bluebeam Photoshop, and Illustrator preferred.
• Strong interpersonal skills and the ability to relate with a variety of departments and personalities.
• Excellent verbal and written communication skills.
• Strong organizational and time management skills to handle multiple issues efficiently and complete work to a deadline.
• Demonstrated service excellence, including the ability to participate in customer relation issues and find solutions to solve customer disputes.
• General knowledge of the construction or service business is preferred, but not required.
• High level attention to detail and ability to complete work to a deadline.
• Ability to work overtime when required.

Nice-to-haves

• Experience in the construction industry is a plus.
• Familiarity with project management software and tools.

Benefits

• Health insurance coverage
• Paid time off
• 401k retirement savings plan
• Opportunities for professional development and training