Our dynamic work environment provides the optimal setting to take your engineering career to the next level. From our supportive culture, diverse workforce, and competitive compensation to our flexible work schedules and fun social events, it is everything you will need for an exciting, challenging, and rewarding career.
We currently have an exceptional opportunity for a self-motivated Administrative Coordinator II to join our office in San Diego, CA. The ideal candidate will be able to maintain confidentiality both internally and externally. The candidate will possess strong organizational and communication skills.
Job Responsibilities
As an Administrative Coordinator II, you will have a full range of administrative responsibilities for projects assigned including adherence to administrative standards and processes. You will establish and maintain excellent working relationships and respond to requests in a timely manner while utilizing the resources and best practices of our administrative division.
Administrative Coordinator II additional responsibilities:
- Perform data entry, maintain project documents, and prepare reports for management as directed
- Assist in the production of proposals, contracts, correspondence, etc.
- Prepare transmittals and drawings for delivery via messenger, FedEx/USPS
- Coordinate/maintain appointment calendars for external and internal meetings
- Take and distribute minutes of meetings; arrange for catering of meetings
- Make travel arrangements and coordinate itineraries as needed
- Act as backup for other administrative team members during vacations
- File and maintain files in accordance with company filing procedures
Project Related responsibilities:
- Process and track Submittals and Requests for Information; knowledge of Newforma, Procore, or eBuilder is preferred.
- Assist PM’s in keeping track of project commitments (drawing submittal dates, meeting minutes, etc.)
- Attend client and internal meetings; create reports to track outstanding items.
- Work closely with the PM’s and team to ensure deadlines are met and Construction Administration items are addressed on time.
- Enter and track proposals in our database; Salesforce experience preferred but not required.
- Liaison between office/ region and other departments (HR, Accounting, IT, ETT) to help provide support to your team.
- Assist with formatting and editing project specifications
- Assist in Coordinating and reviewing timecards
- Assist in BD Activities
- Monitor project accounts receivable and contact client as needed to expedite payment.
- Prior experience in the A/E/C industry is a plus!
Job Requirements
- High School Diploma or equivalent work experience; Associate/ Bachelor’s degree, a plus
- 2-3 years of experience as an administrative professional
- Proficient in Microsoft Office Suite including Outlook, Word, PowerPoint, and Adobe Acrobat & Reader; strong proficiency with excel required
- Flexible to work overtime as needed
Benefits
As a member of our highly collaborative team, we provide you with a flexible benefits package that reflects our respect for your workplace contributions, professional goals, and personal priorities. The personal benefits program includes:
- Medical, Dental, Vision insurance
- 401(k) retirement plan with employer matching
- Individual and Dependent Life Insurance
- Short- and Long-Term Disability
- Health Wellness Programs such as gym programs, flu shots and biometric screening
- Tuition Reimbursement
- Training and professional development courses
- Professional development incentive bonuses
- Opportunities for community outreach through internal networks
- A generous Personal Time Off Program (PTO) and Paid Holidays
- Monthly transit/parking stipend
- Monthly business phone stipend, if applicable
- Work from home Fridays
We promote an environment that is committed to embedding diversity and equality into the core of our business and culture. We empower our employees so they can take ownership for their work and development and strive to continually improve themselves and our firm. This is a place where you can build an exceptional career and have a lasting impact on the world.
Syska Hennessy Group | Integrating the best minds and technology to help clients create exceptional environments.
The salary range listed below is for this particular job posting. Actual pay range for candidates will be commensurate with candidate’s experience, skillsets and competencies and may differ based on the cost of labor in their particular location.