Administrative Assistant / Project Coordinator

Job Description

PACE is seeking a dynamic, highly organized individual with strong administrative skills to support administrative needs specifically for our Environmental Water Division. The admin group works as a team, so at times, is not limited to this one division. This candidate should be able to multi-task and have ability to switch to new projects accordingly. This position requires performing a variety of tasks, including, but not limited to the following:

• Assist with the compilation, preparation and submittal of project reports, memos, RFI responses and manuals. This includes editing text, printing text, coordinating plans to be plotted, coordinating the development of covers with graphics department, and assembling for submittal as required. This includes coordination with graphics department for report covers, spines, CD labels, laminating, etc.
• Assist with answering incoming calls for company. Light phones.
• Assist with purchasing and shipping project related materials and equipment as necessary.
• Assist with preparation of presentations and other marketing materials on an as-needed basis.
• Assist Division Managers and senior level management with calendar coordination, scheduling of appointments, expense reports, travel arrangements and project tracking.
• Keeping track of company credit card purchases to submit to accounting dept.
• Maintain company client database (in a proprietary system).
• Assist in developing project timeline schedules and updating monthly reports.
• Prepare business correspondence (proposals, change orders, purchase orders, specifications, meeting minutes, letters, memos, reports, tables, spreadsheets, etc.) as required.
• Coordinate proper contract documentation in a timely manner.
• Start-up of engineering proposals and job files. Manage correspondence files. Updates network correspondence files (computer file management).
• Assist with filing hard copy files of proposals and project files
• Prepare .pdfs of reports that have been submitted.
• Prepare shipping packages.
• Assist with updating monthly work calendar and the PACE weekly work schedule for office distribution.
• Maintain client contact information in company contact database.
• Utilize PACE’s standards for formatting business correspondence.
• Attend meetings as requested and take notes, transcribes in a formalized format and distributes, as necessary.
• Assist with maintaining registrations for engineers while following company policies regarding registration renewal.
• Perform other tasks, as assigned.
  
  

Applicants shall have the following minimum experience:

• Minimum five years administrative experience, preferably in an engineering environment
• Demonstrated excellent verbal and written communication skills
• Demonstrated proficiency in Microsoft Office suite including Excel, Word, Outlook, PowerPoint and Project.
• Demonstrated proficiency using ProCore, Deltek, Ajera or like software.
• Demonstrated ability to interface with all levels of employees, managers and officers
• Past history of maintaining high degree of confidentiality and exercise good judgment
• Previous experience utilizing creative problem-solving skills
• Demonstrated ability to prioritize and manage multiple tasks
• Demonstrated ability to work independently and as part of a team
• Perform very detail-oriented work with past success
  
  

Candidate resumes will be evaluated relative to experience and knowledge of all areas listed above.

Physical Demands

While performing the duties of this job, the employee is regularly required to sit, use hands, handle or feel; and talk or hear. The employee is occasionally required to stand, walk and reach with hands and arms. The employee may occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision; color vision is very helpful.

Work Environment

The noise level in the office work environment is moderate and typical of a professional office environment.

Salary

Compensation Will Be Commensurate With Experience And Capabilities.

PACE is an equal opportunity employer.

At this time, PACE will not sponsor a new applicant for work authorization.

Local candidates are preferred. No relocation package is offered.

If interested, please respond to this posting by submitting your resume with salary requirement and references.

NO SOLICITATIONS FROM RECRUITING COMPANIES.

Company Description

Company Overview

PACE is a specialized civil engineering firm focusing on advanced water resource consulting services. We offer a wide range of engineering services related to water, wastewater, stormwater management, water resource planning and regulatory compliance to ensure projects are both economically viable and environmentally sustainable. Our engineering approach focuses on maximizing value applying state-of-the art analytical tools and designing water infrastructure systems that include environmental, aesthetic and recreation uses. PACE has unique research and development capabilities through our onsite water quality and piloting laboratories. We invite you to learn more about PACE by visiting our website: pacewater.com. Our Main headquarters is in Fountain Valley, CA. We also have a smaller office in Scottsdale, AZ.

When you join our PACE family, you join a group of individuals with a shared passion for water, a desire to grow, and a determination to make a difference. We believe it is important to cultivate a team-oriented, purpose-driven, and encouragement-led culture to best achieve our goals and deliver quality work to our clients.

We provide an environment that incorporates professional and personal team-building and growth through various interactive programs intended to cultivate a comfortable, collaborative and advanced-thinking environment. We promote these values with programs and events such as company-sponsored luncheons with group activities, training events, project presentations, in-house massages, tournaments using our office putting course, sponsoring community support events, offsite gatherings, and more. We also welcome feedback to best understand our team's needs and concerns and continuously improve our company as a whole. With the following characteristics embedded in our culture, you will feel the difference in working for a company that cares:

Collaborative

Client-Focused

Have Fun

Thrive

Additionally, we maintain an active office environment to promote collaboration and efficient delivery of projects, with a wide variety of office perks:

Complimentary breakfast and casual attire every Friday

Complimentary tea, coffee, breakfast bars, and snacks offered daily

Health Incentive program

Stand up desks

Yoga ball chair

In-house golf course

Café style break room with big screen TV

In addition to the competitive compensation, PTO, paid holiday, insurance and retirement (401k) benefits, PACE also offers:

Bonus pay opportunities

Potential future shareholder opportunities

Reimbursement for personal health and wellness programs (such as gym memberships)

Reimbursement for out of pocket medical expenses (such as co-pays/deductibles, expenses not qualified for insurance coverage, etc.)

Tuition, training and association due reimbursement

Flexible spending accounts based on pre-tax payroll contributions for dependent care, medical, dental and vision expenses

Short-term and Long-term disability insurance

Life and AD&D insurance

Employee Assistance Program providing counseling for well-being, legal services, financial wellness and identity theft resources

• These programs each have guidelines for eligibility and reimbursement limits. Details of these programs can be provided upon request.
  
  

Company Overview PACE is a specialized civil engineering firm focusing on advanced water resource consulting services. We offer a wide range of engineering services related to water, wastewater, stormwater management, water resource planning and regulatory compliance to ensure projects are both economically viable and environmentally sustainable. Our engineering approach focuses on maximizing value applying state-of-the art analytical tools and designing water infrastructure systems that include environmental, aesthetic and recreation uses. PACE has unique research and development capabilities through our onsite water quality and piloting laboratories. We invite you to learn more about PACE by visiting our website: pacewater.com. Our Main headquarters is in Fountain Valley, CA. We also have a smaller office in Scottsdale, AZ. When you join our PACE family, you join a group of individuals with a shared passion for water, a desire to grow, and a determination to make a difference. We believe it is important to cultivate a team-oriented, purpose-driven, and encouragement-led culture to best achieve our goals and deliver quality work to our clients. We provide an environment that incorporates professional and personal team-building and growth through various interactive programs intended to cultivate a comfortable, collaborative and advanced-thinking environment. We promote these values with programs and events such as company-sponsored luncheons with group activities, training events, project presentations, in-house massages, tournaments using our office putting course, sponsoring community support events, offsite gatherings, and more. We also welcome feedback to best understand our team's needs and concerns and continuously improve our company as a whole. With the following characteristics embedded in our culture, you will feel the difference in working for a company that cares: Collaborative Client-Focused Have Fun Thrive Additionally, we maintain an active office environment to promote collaboration and efficient delivery of projects, with a wide variety of office perks: Complimentary breakfast and casual attire every Friday Complimentary tea, coffee, breakfast bars, and snacks offered daily Health Incentive program Stand up desks Yoga ball chair In-house golf course Café style break room with big screen TV In addition to the competitive compensation, PTO, paid holiday, insurance and retirement (401k) benefits, PACE also offers: Bonus pay opportunities Potential future shareholder opportunities Reimbursement for personal health and wellness programs (such as gym memberships) Reimbursement for out of pocket medical expenses (such as co-pays/deductibles, expenses not qualified for insurance coverage, etc.) Tuition, training and association due reimbursement Flexible spending accounts based on pre-tax payroll contributions for dependent care, medical, dental and vision expenses Short-term and Long-term disability insurance Life and AD&D insurance Employee Assistance Program providing counseling for well-being, legal services, financial wellness and identity theft resources * These programs each have guidelines for eligibility and reimbursement limits. Details of these programs can be provided upon request.