We are seeking a highly organized and proactive individual to join our team as a Project Coordinator & Administrative Assistant. In this dual-role position, you will provide critical support to our project management efforts while also handling various administrative tasks to ensure the smooth daily operation of the office. You will assist in coordinating and tracking the progress of projects, managing schedules, and ensuring deadlines are met. At the same time, you will support the team with administrative duties such as document management, meeting coordination, and general office support. This role requires excellent communication, time management, and multitasking abilities, as well as a positive attitude and a willingness to learn. You will be a key player in ensuring that projects run smoothly and that the administrative needs of the team are met efficiently.

QUALIFICATIONS:

• Proven experience as a project coordinator, administrative assistant, or in a similar role.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Excellent communication and interpersonal skills.
• Attention to detail and a proactive approach to problem-solving.
• Ability to work independently and as part of a team.
• Previous experience in [industry-specific knowledge, if applicable] is a plus.
• Ability to manage multiple projects at one time and meet deadlines.
• Ability to work well in a team environment.
• Exceptional communication and organizational skills; detail oriented and accurate especially with numbers.
• Demonstrated ability to plan, organize and prioritize responsibilities to consistently meet deadlines.
• Familiar with commercial construction building methods, codes, energy codes, barrier free codes, etc.
• Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Project, Teams and project management software.
• Demonstrated ability to make good decisions based upon a mixture of analysis, wisdom, experience and judgement.
• Demonstrated ability to communicate clearly and succinctly to a variety of audiences from Leadership to Team Members.
• Ability to maintain a high level of confidentiality.
• Strong verbal and written skills.
  Qualifications:

Minimum Qualifications

• High school diploma or equivalent required.
• Bachelor’s Degree (or equivalent) in relevant field, preferred.
• Strong verbal and written skills.
• Ability to interact effectively with all levels of employees, management, or customers.

Certifications

• Valid Alaska Driver’s License; possession of functional, insured vehicle to travel between project sites.

ROLE OVERVIEW:

As a Project Coordinator/Administrative Assistant, you will play a key role in ensuring the smooth execution of daily business operations and multiple projects. You will be responsible for providing administrative support, coordinating tasks, managing schedules, and assisting in the delivery of projects on time and within budget. This position requires excellent communication skills, multitasking abilities, and a proactive approach.

KEY RESPONSIBILITIES:

• Answer phones.
• Support managers and teams in the execution of various projects from start to finish.
• Coordinate meetings, prepare agendas, and take detailed minutes.
• Monitor project timelines, track progress, and communicate updates to stakeholders.
• Maintain project documentation and ensure all files are organized and up to date.
• Prepare reports, presentations, and correspondence as needed.
• Handle general office administrative tasks, including answering phones, managing emails, and ordering supplies.
• Assist in preparing project budgets and managing project resources.
• Participate in project kick-off, design and construction related meetings.
• Assist in the development and management of project goals, schedules, and new information ensuring all deadlines are met.
• Collaborate with the management team to evaluate potential issues, technical concerns and develop solutions.
• Manage documentation by ensuring all necessary materials are current, properly filed/stored and workflow(s) remain on track.
• Direct correspondence through preparing and reviewing project proposals, memos, meeting minutes and emails.
• Coordinate internal and external resources, ensuring that projects remain within scope, schedule, and budget.
• Track project progress, monitor deadlines, and ensure that tasks are completed on time and within budget.

Accounts Payable:

• Manages vendor accounts to include reconciliation of charges and payments
• Receives and processes all invoices according to established procedure, including coding and submittal to Property Manager for approval
• Prepares checks for distribution to vendors according to established procedure Accounts Receivable:
• Processes all rent invoices
• Prepares all invoices for tenants for miscellaneous receivables
• Maintains files for invoices
• Processes bank deposits
• Assesses late fees and collect delinquent rent Daily & Weekly Duties:
• Prepares work orders, dispatches maintenance personnel, and follows-up on completion status
• Monitors and maintains Tenant Handbook to accommodate service requests and conference room reservations
• Updates Tenant Handbook webpage as needed
• Reconciles and maintains petty cash checking account
• Assembles orders for office supplies
• Maintains files including – lease, vendor and accounting files
• Updates and maintains tenant lists
• Maintains key logs for tenants and controls and tracks temporary keys and badges
• Drafts letters and documents as needed
• Generates monthly variance reports

Relations:

• Serves as the first line of communication between tenants and management
• Communicates clearly the needs of the property manager to contracted vendors, such as janitorial, security, etc.
• Qualities:
• Professionalism
• Customer service oriented
• Ability to discern clients’ needs
• Ability to handle difficult situations with clients