Administrative Assistant and Office Coordinator

GMC Commissioning (GMC Cx) is experiencing exponential growth providing owner agent services. We believe in Elevating Project Delivery® by challenging the status quo of planning, design, construction and operation with positive improvements to existing methods. Calibrated Commissioning® is our quality assurance process with an emphasis on planning, review, and change management so testing, turnover and the final product meets the Owner's intent.

The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role. Candidates must be dependable, outgoing, able to communicate effectively, and able to work independently.

Employment will be a part-time contract, hourly paid position, approximately 20 hours/week, with a 25 hour maximum per week. Some work may be done remotely, and some tasks will require local travel and presence in GMC Commissioning’s local office. This is a contract part-time hourly position that does not include benefits, travel reimbursements, or overtime. Payment is bi-weekly via Direct Deposit.

COMPANY OVERVIEW

GMC Commissioning provides commissioning and energy consulting services for new and existing facilities. Our team is located in San Diego and San Francisco, CA. We are an independent firm with a strong focus on Elevating Project Delivery through the commissioning process.

Find us online at www.GMCCx.com

 RESPONSIBILITIES

·       Handle and coordinate active calendars

·       Schedule and confirm meetings

·       Ensure file organization based on office protocol

·       Provide ad hoc support around office as needed

·       Assist with managing existing clients, including client feedback

·       Assist with management of CRM

·       Accounting support, including generating monthly financial summaries for active projects

·       Human Resources support

·       Swag management (ordering, inventory, and distribution)

·       Assist with Event planning

·       Research clients and project opportunities, including completing prequalification forms

·       Order lunch for recurring meetings

·       Assisting in setting up job position interviews with director and other employees

·       Stocking office supplies including groceries and other general office supplies

·       Assisting with notarizing and scanning payment documentation for clients (lien waivers)

·       Assisting with requesting and receiving Certificates of Insurance from broker for projects

·       General project folder structure management

·       Assist with office updates and renovations

·       Hiring vendors for company office repairs (lighting, HVAC, ceiling tiles, etc.) and managing payment/schedule

·       Manage office aesthetic with budget

·       Shipping and mailing various items

·      Project general data entry when required

·       General social media engagement tasks

·       Tool inventory, ordering, and calibration

·       Team messages and notifications (birthdays, work anniversaries, etc.)

RESPONSIBILITIES QUALIFICATIONS

·       Bachelor's or Associates degree or equivalent experience

·       Strong interpersonal, customer service and communication skills

·       Ability to multitask

·       Proficient in Microsoft Office suite, including Word, Excel, Outlook, and Power Point

·       Proficiency with LinkedIn

·       Experience with Hubspot is a plus