What are the responsibilities and job description for the Office Coordinator position at PROENERGY?
Office Coordinator
About PROENERGY
PROENERGY is a global and vertically integrated energy transition platform. Focused exclusively on fast-start, dispatchable power, our company supports both energy security and renewable growth with complete turbine services, project development, equipment manufacturing, turnkey generation facilities, operations, and maintenance.
Our Footprint
We are primed for the energy transition with permanent service locations in Missouri, Texas, and Argentina. Our world-class Missouri headquarters is purpose-built to meet dispatchable power needs. It sits on 90 acres in Sedalia and features more than 600,000 sq. ft of service capacity under roof, which includes the only independent Level-IV aeroderivative depot and string-test facility in the world. Our Houston, Texas, office is a strategic satellite positioned near our own dispatchable power installations.
Our Philosophy
We take care of our people and strive to make a positive difference for the world. We offer competitive pay, excellent benefits that include Medical, Dental, Vision, and Life/Disability Insurance at minimal cost to the employee, 10 paid holidays, paid time off, and a 401K plan. If you are looking for a rewarding career and possess specialized knowledge and quality-oriented problem-solving skills, we encourage you to apply today.
Position Summary:
We seek a customer service, process, and technology-oriented Office Coordinator to join our team. In this role, you will not only manage the front desk, greeting visitors, scheduling, or assisting with project management but you will have document control specialist responsibilities to help manage our document control processes, procedures, and systems to enable us to execute our major EPC construction projects successfully. As the Office Coordinator, you will play a pivotal role in enhancing project efficiencies, mitigating risks, and contributing to the successful completion of EPC projects. Your keen attention to detail, strong organizational skills, and ability to work efficiently and independently in a dynamic environment will drive excellence in office coordination and document control processes. This role will ensure that our office runs smoothly and efficiently by performing a variety of administrative, document control and customer service tasks. This position would be on-site at our Leawood, KS office slated to open in Q2 2025. The candidate we start remotely if hired before this timeframe.
Position Responsibilities:
- Reception: Greeting visitors, answering phone calls, and transferring calls to the appropriate person.
- Scheduling: Booking conference rooms, meeting spaces, and events. Ordering lunch for guests on site, meetings, trainings, etc.
- Correspondence: Managing incoming and outgoing mail, emails, and faxes.
- Supplies: Monitoring and ordering office supplies and break room inventory.
- Maintenance: Submitting work orders for repairs and maintenance to the office space and equipment.
- Documentation: Provide non-technical review of document/drawing releases to meet ISO 9001, Contractual, and Department requirements.
- Track client, contractor, and vendor deliverables throughout the project lifecycle (recording revisions, revision purposes, distribution and transmittal histories)
- Prepare accurate status reporting based upon the metadata designations and submitting at the determined frequency (per project basis).
- Support implementation of the department electronic document management system including the engineering document control management system.
- Effectively follow Work Instructions and assist with modifications as required.
- Support for the Quality System during corporate audits, actively participate in department activities.
- Communications: Managing company-wide communications, such as memos, announcements, and invitations.
- Support: Providing support to staff members at all levels, including scheduling meetings, managing calendars, and organizing departmental events. Prepare and maintain project documentation, reports and presentations as needed.
- Project Management: Assist in planning, executing, and monitoring projects within the PowerFLX department. Coordinate project timelines, resources, and deliverables, ensuring alignment with departmental goals.
Required Qualifications:
- 1 years in Engineering/Manufacturing Document Management.
- Experience with Quality System Documentation and good documentation practices.
- Knowledge of ISO concepts and guidelines.
- Understanding of document management systems/platforms, SharePoint is required. Hands-on knowledge of electronic document management systems.
- Excellent communication and interpersonal skills.
- Strong organizational and time management skills.
- Technical competence including understanding software, hardware, networks, etc.
- Excellent written and verbal skills.
- Use of deductive reasoning, critical thinking, and logic to identify trends, patterns, and solutions.
- Strong interpersonal skills and ability to work with others in a positive and collaborative manner.
- US work authorization is a precondition of employment. The company will not consider candidates who require sponsorship for a work-authorized visa.
- Successful candidate will need to satisfactorily complete pre-employment drug screen and background check.
Desired Qualifications:
- Experience with Aconex or Procore Document Management Software
- Flexibility to adapt to changing project requirements, priorities, and technologies while maintaining high document management standards.
- Experience conducting training sessions or workshops to educate team members on document control processes, software usage, and best practices
- Proficient in the use of MS Office Suite.
- Proficient in the use of a variety of general office equipment and skilled at typing at a speed necessary for successful job performance.
- Knowledge of communication principles and practices.
- Ability to analyze and resolve problems in a logical and effective manner.
- Ability to simultaneously manage multiple job assignments.
- Any previous experience in the EPC or construction industry as a Project Coordinator
- Demonstrated leadership skills to lead document control on project coordinating initiatives, mentor junior staff, and coordinate activities within the document control team.
It is PROENERGY’s policy to provide equal opportunity in employment to all its employees and applicants for employment without regard to race, color, religion, sex, pregnancy, age, disability, national origin, marital status, ancestry, medical condition, military status, or any other characteristic protected by State or Federal law.
