Administrative Coordinator

JOB SUMMARY:

Under the direction of the Project Manager Onsite, this position is responsible for providing jobsite administrative and secretarial support for project management, field staff and onsite engineering team in the respective jobsite office location.

ESSENTIAL FUNCTIONS:

• General secretarial duties such as typing and photocopying general correspondence including letters, proposals, presentations, reports, agreements, contracts, and memos from notes or dictation.
• Sending various correspondence via U.S. mail, fax, messenger, U.P.S., Federal Express, etc.
• Develop/edit, copy, assemble proposals, submittals, plans and presentation packages
• Maintain accurate filing system and project document control.
• Update and maintain daily report logs
• Update and maintain field time sheets and support certified payroll reporting
• Manage/coordinate field deliveries & associated paperwork
• Manage/coordinate site security access documentation for the ACCO field staff
• Facilitate & maintain safety documentation & supplies for the field staff
• Cross-training on the Glendale office switchboard for backup purposes
• Schedule meetings, including rooms and caterers (where applicable)
• Take and transcribe meeting notes.
• Make travel and/or training/conference arrangements
• Maintain jobsite supplies.
• Other duties or responsibilities as assigned by supervisor.

EDUCATION AND EXPERIENCES:

• High School Diploma or equivalent
• College degree preferred
• Intermediate-plus proficiency in MS Word and MS PowerPoint.  Basic proficiency in MS Excel.
• Two-plus years’ experience in the construction and/or contracting industry in an administrative support position.
• 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.
• Good written and oral communication skills and strong telephone background.
• Ability to work overtime when required
• Knowledge Adobe PhotoShop and Adobe InDesign or PageMaker software.

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, and solve a problem in support of personal, group, department, or organizational objectives.

PHYSICAL REQUIREMENTS:

(The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

• Must regularly lift and /or move up to 30 pounds, frequently lift and/or move up to 50 pounds and occasionally lift and/or move up to 100 pounds.
• While performing the duties of this Job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel and reach with hands and arms.
• Specific vision abilities required by this job include Close vision and Ability to adjust focus.
• The employee is frequently required to sit and talk or hear.
• The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl.
• The noise level in the work environment is usually moderate.
• You are a responsible person with the ability to multi-task. You understand that regular & routine attendance is required.

HOURS:

Monday through Friday beginning between 6:00 am and 7:00 am and ending between 4:00 pm and 5:00 pm, with one hour for lunch. Eight hours per day is required, and occasional overtime may be necessary due to business needs.