Job DescriptionGeneral Job Description:Under the direction of the Regional Sales Manager and assigned Project Manager(s), this position is responsible for providing administrative support for the Service Sales Engineers and Project Management Team.
Supervises: None
Essential Duties & Responsibilities- Plans, organizes, and executes meetings for Service leadership, Sales Managers, salespeople and vendors as needed by the Sales Manager including rooms and catering (for both in person and virtual meetings as applicable)
- Develop, edit, copy, and assemble Facility Services Group work products, which include (but are not limited to): proposals, submittals, RFI's, O&Ms, Project Closeout Paperwork, maintenance manuals PowerPoint presentation packages and updating marketing materials.
- Download and print plans and specifications.
- Assist in Estimating, compilation of change order backup
- Take and distribute meeting minutes for sales and department team meetings; email recap with action items to meeting attendees
- Assist with onboarding new hires
Coordinate with Human Resource to ensure that all first day activities are scheduled in advance, itinerary, meet & greets, etc.
Assist the manager with new hire equipment setup; ITPAFs, business cards, key fob/building access, email setup, etc. to ensure a successful onboarding process
- Prequalification Support for approved RFP's
Pre bid notifications / invitations
Pre Qualifications for bids
Monitoring Byd Sync, Planet Bids and Ariba for HVAC Bid opportunities
IFS and Bid Tracer Super User - Generating reports for the Sales Manager that tracks individual sales activity
Monitor proposal and bid activity levels in the three main business segments (Retrofit, Repairs & Maintenance)
Scheduling of Estimate reviews with sales personnel and the Sales Managers - Ensure the package is complete prior to review: 6 Page, Sub Quotes, Material Quotes and Written Proposal
Scheduling of Pre-job planning and Risk Review meetings - Scheduling required attendees based upon scope and dollar amount i.e., RVP, SVP etc..
- Schedule meetings, including rooms and other meeting setups (where applicable)
- General administrative duties such as typing and photocopying general correspondence including, but not limited to:
letters, proposals, presentations, reports, agreements, contracts, and memos from notes or sending and/or distributing various correspondences on behalf of Project Managers
Maintain accurate filing system and project document control.
Take and transcribe meeting notes.
- Assists Project Engineers with running small projects
- Other tasks and duties as assigned by Sales Managers, direct supervisor and/or upper management
Position Requirements (Skills, Work Experience, Education, etc.):- Extensive computer knowledge: Microsoft Office including MS Word and MS Excel Word
- Able to utilize applications on handheld devices
- Able to utilize google applications including Gmail, Google Calendar and Google Docs.
- Internet - Provide detailed data searches and online applications (e.g. Fed Ex Delivery and ordering of products).
- Able to edit works in Bluebeam or similar programs
- Strong written communication skill
- Preferred, but not required: five or more years of experience in the construction and/or contracting industry in an administrative support position.
- Attention to detail and ability to organize data
- Able to learn new programs and processes.
- Demonstrated experience with producing and editing work product documents with accuracy.
- 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.
- Ability to work overtime when required.
- Able to demonstrate consistent and reliable attendance.
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.)
- The employee may regularly lift and /or move up to 10 pounds, and occasionally lift and/or move up to 20 pounds.
- Specific vision abilities required by this job include Close vision and Distance vision.
- The auditory/hearing abilities required by the job include the ability to hear customers calling by telephone.
- While performing the duties of this Job, the employee is regularly required to sit for prolonged periods, stand; use hands to finger, handle, or feel; reach with hands and arms and talk or hear.
- The employee is regularly required to walk and sit.
- This individual must be a responsible person and regular attendance is required.
- Ability to work overtime as required for business needs.
Hours:This is a non-exempt position from Monday through Friday. Work hours begin and end between 7:00 am and 5:00 pm with one-hour break for lunch and two rest breaks. Eight hours per day is required and other occasional overtime may be necessary per business needs.
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