Project Coordinator and Administrative Assistant at Tomorrow Water

Description

About Us: 

Do you have a desire to change the world? Joining the Tomorrow Water team means joining a fast-growing and dynamic company whose vision is a clean and beautiful world beyond waste. We have been globally recognized as one of the most innovative and sustainable companies in our industry. 
 

Tomorrow Water is hiring a Project Coordinator / Office Administrator at its Anaheim, California headquarters. Come join a nimble, multinational cleantech company working on the latest water treatment technologies and delivering valuable to our customers.  

Roles and Responsibilities: 

Office Administration: 

• The tasks of the office administrator will include bookkeeping, employee onboarding, and answering general customer calls & emails. 

• The ideal candidate will be competent in prioritizing and working with little supervision 

• They will be very organized, self-motivated and trustworthy 

• The office administrator ensures smooth running of the office location and significantly contributes to sustainable growth 

• Answering telephone calls and emails from customers and clients and directing them to relevant staff if/when needed 

• Assisting in payroll coordination, A/P, A/R, scheduling and all other general office duties 

• Monitoring office supplies and ordering new stationery, furniture if/when needed 

• Interviewing and training new office employees and organizing their employment paperwork 

• Organizing maintenance companies to keep the office organized and safe 

• Reporting office progress to senior management and working with them to improve office operations and procedures 

• Process payroll for all 1099 Contractors 

Project Coordination:  

• Assist in setting up projects, creating project folders 

• Maintain, monitor, and organize project records and documentation on incoming and outgoing project documents  

• Create, organize, and distribute invoices  

• Generate purchase orders to vendors and track purchase order 

• Maintain vendor database and document vendor information 

• Support the project management team in working with government authorities on obtaining all necessary project permits, licenses, variances, and other land development processes  

• Coordinate and track submittals, change orders, schedules, and the distribution of updated documents to subcontractors and vendors  

• Coordinate equipment and material deliveries for Project Managers and others  

Relationship Management  

• Demonstrates the ability to tactfully handle difficult situations  

• Builds long lasting relationships with internal and external customers that are built upon trust and delivering results  

Requirements

Experience and Skills Required: 

• Education or formal training in business administration is preferred; relevant work experience may be substituted  

• 2+ years of experience in an administrative support position  

• Prior administrative experience in a construction, engineering, or architectural setting is a major benefit, though not required  

• Proficient in Microsoft Office 365, including Excel, Word, and Outlook  

• Results-orientated with proven ability to organize, plan and prioritize work to meet deadlines  

• Excellent verbal, written, and presentation skills; communicates effectively with management, employees, customers, and vendors  

• High level of motivation, integrity, and commitment to team and customers  

• Strong work ethic with an unwavering commitment to quality and professional work