Project Coordinator/Administrative Support

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Job description

RESPONSIBILITY LEVEL:

Perform general office duties for Operations & Maintenance (O&M) contract sites, which requires knowledge of company and department procedures. Duties performed may include typing, file organization and maintenance, operation of office equipment, answering telephone and greeting visitors. Process accounts payable invoices, maintain safety records, manage on site Worker's Compensation files, and assist with payroll issues and management of Computerized Maintenance Management System (CMMS).

Assist with Pest control management, waste management, some minor HR & Payroll duties.

PRINCIPLE DUTIES:

1. Type various forms of correspondence, forms and reports from records, rough drafts or various sources.

2. Provide contract booking documents such as subcontracts, PO's, invoice collection and tracking, and other finance related matters.

3. Provide administrative support to management team for assigned site. Perform simple account balancing and reconciliation

4. Organize and maintain various filing systems to include SharePoint

5. Maintain CMMS database including equipment history, status, work order management, preventative maintenance scheduling.

6. Assist with contract requirements at various P3 locations to include joint inspections, PO/Finance management and other workflow tasks.

7. Assist with Contract Deliverable Requirement (CDR) document creation.

8. Respond to telephone calls and greet visitors at site locations. Direct calls, take messages or provide callers or visitors with routine information.

9. Provide research, problem solving, and insight into increasing business processes and efficiencies.

10. Perform other duties necessary to provide general administrative support to the O&M team

REQUIREMENTS:

1. Associates Degree / High school diploma or equivalent education.

2. Three years related experience or equivalent combination of education and experience.

3. Proficiency in Microsoft Word, spreadsheets and data entry required.

4. Must be a team player and committed to working in a quality environment.

5. Ability to type a minimum of 50 w.p.m. accurately.

6. Excellent in Microsoft office and spread sheet development

7. Demonstrates exceptional customer service skills.

8. Excellent verbal and written communications skills required.

9. Perform sensitive and confidential tasks.

10. Assist with scheduling and organizing project activities including meetings, training, etc.

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