Project Coordinator

E2 Optics
vision insurance, paid time off
United States, Missouri, Kansas City
Oct 22, 2024
E2 Optics is an award-winning, Woman-Owned technology integrator, headquartered in Denver, Colorado. We help clients deploy remarkably efficient solutions that are modern, turnkey, and minimize operational costs. We design low voltage solutions that seamlessly integrate audiovisual, physical security, structured cabling, and wireless solutions, including DAS and WiFi systems. Our experience spans Enterprise and Government clients within the Energy, Finance, Health Care, Higher Education, Manufacturing, Media & Communications, and Transportation industries. Our Core Values, which are built around Safety, guide our business, employees, and relationships with customers and partners. We embrace these values to be a better business and better people, while having fun in the process. As a result, we've set a new standard, and our clients have made E2 Optics one of America's largest and fastest-growing companies. The Project Coordinator is a business professional responsible for a diverse set of administrative tasks including project support activities and operational contact for internal and external communications. Core Duties & Responsibilities: Safety is E2's number one Core Value. Follow safe work practices and company and client worksite policies. Promotes company Core Values to foster and safeguard family-centric culture. Safety Committee Member- attends corporate meeting monthly to ensure all safety measures are being taken and met. Assists regional manager, project managers and superintendents with various day to day tasks. Provides and oversees administrative support to all layers of the office including incoming phone calls and visitors/client visits/meetings. Engages regional team to identify areas of improvement. Proposes and assists in development and implementation for accurate and efficient practices. Assists in generating reports and meets with regional manager to confirm accuracy and provide project status updates. Assists in supports project manager with procurement and logistics including obtaining quotes from vendors and distributors. Following up with project manager and escalating challenges as they arise with proposed solutions to ensure project health. Creates Purchase Orders and Job Setups for all E2 Organizations. This entails being available in the corporate ticketing system queue during business hours. Assist with expense reports. Manages and orders office supplies needed. Facilities oversite and support ensuring a clean. organized, secure, presentable office environment at all times. Plan and execute office gatherings and team celebrations as approved and directed by corporate HQ. Maintains files and records with effective filing systems. Responsible for coordination/assisting with travel arrangements. Provides exceptional customer service to both internal teams and external contacts. Directly addresses issues and situations with immediate escalation when necessary. Assists in supporting Corporate Accounting in tracking of cost-plus contract expenses. Assists in monitoring and maintains current inventory levels; processes purchasing orders as required; tracks orders and investigates problems. Records purchases, maintains database, performs physical count of inventory, and reconciles actual inventory received and stock count to computer-generated reports. Accepts deliveries and communicates the receipt of delivery to the appropriate party. Problem solve issues that may arise with shipments. Assist in the creation of RMA's with vendors and coordinates with the Logistic Technician in returning the material properly Assists in verifying the accuracy of deliveries and materials handling and storage in accordance with contractual obligations and Oversees collections and maintenance of required compliance documents. Coordinates invoicing and collection of customer receivables. Performs activities related to vendor and distributor invoices, researching issues, etc. Oversees regional asset management and maintenance. Oversees project site fleet maintenance as needed. Liaison with other departments to communicate status of jobs and verifies installation dates with customers. Oversees schedules for field technicians for project labor based on field hours needed. Reviews and approves timesheets for field technicians and contract labor. Coordinates with Recruiting hiring needs including submittals and offer next steps. Supports the new hire onboarding process and offboarding termination process. Coordinates hiring and orientation training of new hires - Direct and Contract Employees. Provides training, coaching, development, and motivation for personnel as needed. Travel: The individual in this role should be able and willing to travel as required by E2. Education: High School diploma or GED required Experience: Minimum 2 years' general office management and support experience. Knowledge, Skills, & Abilities: Demonstrated professional demeanor and communications with customers, field team, vendors and management. Excellent interpersonal skills, written and verbal communication skills. Ability to work in a dynamic, fast paced environment with deadlines. Familiarity with a wide range of standard office automation products. Easily adapt to changing situations, work-flow and deadlines. Able to respond to situations in a positive manner and provide good customer service skills. Strong administrate and organizational skills. Must have a good command of the English language in order to provide effective phone, desk-side, and email support. Is knowledgeable with quoting materials with vendors. Proficient in Microsoft Office products including Word, Excel, PowerPoint and Outlook. Able to work independently and as a team player. WHAT WE OFFER: - Competitive pay - Opportunities for professional development and career growth. - BICSI Training Facilities - A supportive and inclusive work environment. - Health, dental, and vision insurance. - Paid time off and holidays. WORK ENVIRONMENT & PHYSICAL DEMANDS: The standard work environment for this position is an indoors business office and construction environment. Ability to use a computer and/or hand tools while sitting or standing for extended periods of time. The noise level in the work environment is usually moderate. While performing the duties of this job, the employee is regularly required to sit, talk or hear, use hands, stoop, kneel, bend, rotate, push, pull, reach with hands and arms on intermittent to regular basis daily. The employee is frequently required to stand and walk. The employee must regularly lift and/or move up to 50 pounds and frequently lift and/or move up to 25 pounds. The employee must regularly carry and climb ladders to 20 feet. The employee may be required to work in tight, confided spaces. The employee must demonstrate regular and on-time attendance. There could be a requirement of occasional travel by conventional means including aircraft, motor vehicle and the like within the region and to other locations as required. The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. DISCLAIMER: The above job definition information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. Job duties and responsibilities are subject to change based on changing business needs and conditions. An Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law. Actively recruits qualified women, minorities, disabled and veterans for all positions for which they are qualified. TEXTING TERMS OF SERVICE: We may send text messages you have consented to receive. Message frequency may vary. You can cancel text messages at any time by texting "STOP". After you send "STOP", we may send you an additional text message to confirm that you have been unsubscribed. You will no longer receive text messages from that phone number, or from any member of our team. If at any time you have questions about the text messages, text "HELP". After you send "HELP" we will respond with instructions on how to use our service as well as how to unsubscribe. Message and data rates may apply.