About the job
Job Overview: As a Senior Project Coordinator at ACCO Engineered Systems, you will play a crucial role in supporting our Service Sales Engineers and Project Management Team under the guidance of the Regional Sales Manager and assigned Project Managers. Your administrative expertise will be vital in enhancing our operational efficiency and fostering a collaborative environment.
Supervisory Responsibilities: None
Key Responsibilities:
- Organize and facilitate meetings for Service leadership, Sales Managers, sales personnel, and vendors, including managing logistics such as room bookings and catering for both in-person and virtual arrangements.
- Develop, edit, and compile various Facility Services Group deliverables such as proposals, submittals, RFIs, O&Ms, project closeout paperwork, maintenance manuals, PowerPoint presentations, and marketing materials.
- Download and print project plans and specifications to ensure accurate representation of project requirements.
- Assist in estimating and compiling change order documentation.
- Take detailed meeting minutes during sales and departmental meetings, distributing recaps with action items to participants.
- Support the onboarding process for new hires, coordinating with Human Resources to schedule first-day activities, including itineraries and meet-and-greets.
- Assist in setting up new hire equipment, including ITPAFs, business cards, key fobs for building access, and email setups to streamline the onboarding experience.
- Provide prequalification support for approved RFPs, including managing pre-bid notifications and monitoring HVAC bid opportunities through platforms like Byd Sync, Planet Bids, and Ariba.
- Act as a super user for IFS and Bid Tracer, generating reports for the Sales Manager to track individual sales activities.
- Monitor proposal and bid activity levels across key business segments: Retrofit, Repairs, and Maintenance.
- Coordinate scheduling of estimate reviews and ensure completeness of packages prior to review.
- Organize pre-job planning and risk review meetings, scheduling required attendees based on project scope and financial considerations.
- Perform general administrative duties, including typing and photocopying correspondence, proposals, presentations, reports, and contracts.
- Maintain an organized filing system and project document control.
- Assist Project Engineers with managing small projects and undertake additional tasks as assigned by Sales Managers or upper management.