Bassett Mechanical is a 3rd generation family-owned company that provides custom-built industrial refrigeration, HVAC, plumbing, metal fabricating and preventative maintenance service solutions to customers throughout the United States and the world. It is not only a great place to grow and thrive in your career. It is a place to truly belong. As a member of the Bassett Mechanical Family, you'll enjoy a competitive compensation and benefits package and many professional growth opportunities. From the moment you're hired, to the day you retire, you're a part of our Bassett Mechanical Family.

Position Purpose

Act as administrative support to the project management staff to facilitate and coordinate all paperwork and related administrative items. Mentor and train other project team members and lead by example. Lead the continuous improvement effort as a steward of new ideas and processes. Be proactive on a daily basis to ensure successful project completion.

Position Responsibilities

• Take out job numbers in the order entry system to initiate new jobs.
• Coordinate with PM’s to accurately document change orders needed for each project to ensure proper documentation.
• Create, distribute, and ensure compliance of subcontracts as requested by project managers.
• Set up, enter, and maintain manual and electronic filing systems for projects per Bassett and ISO standards. This includes setting up new files, filing new material, searching for requested material, and archiving project files.
• Understand Tax Exempt Entity rules and utilize knowledge in job set up. Consult with accounting resources as needed.
• Work closely with Project Managers to develop, assemble, and distribute O & M Manuals as required for the job; both the original and electronic data.
• Order materials and equipment as requested by project manager. Check for accuracy of ship to, submittal information, etc. prior to submittal to purchasing agent. Coordinate, maintain and distribute equipment delivery schedules on a regular basis.
• Coordinate and work with accounting to ensure timely billings for jobs.
• Work closely with the Project Managers to monitor all financial reports for any inconsistencies, and collaborate with PM for any adjustments to be made.
• Coordinate filing of Daily Project Reports to process and file accordingly from general mailbox into appropriate job folders.
• Execute job close-out procedures as requested by project manager.
• Update project manager schedule on a weekly basis.
• Research & obtain paperwork associated with acquiring permits, registrations, etc. and provide it to the project manager.
• Assist others in department with metrics, bid summaries and spreadsheets as needed related to projects, lean events, department goals, etc.
• Develop, review, update and add work instructions and forms to Sharepoint.
• General administrative duties including reports, typing, maintenance, coping, ordering materials and/or supplies, etc.
• Assist field foremen on computer/software issues or other project-related matters.
• May continue to perform other basic duties expected of the Project Coordinator role.
• Assist the Project Manager in project leadership to establish and mobilize the project team at the beginning of a project through completion.
• May require working with the internal admin staff/team members as a group to delegate projects/workloads/tasks. May also coach and mentor other Project Coordinators, as needed.
• Continuously work to improve project work processes, and work cooperatively and jointly to provide quality project management to ensure that projects are on budget and completed within schedule.
• Periodically cover the front desk during absences (one of a handful of positions on a rotating schedule for this purpose).
• Support and maintain a safe and Lean working environment.
• Other duties as assigned.

Summary of Skills, Knowledge and Abilities

• Proficient and exceeds expectations in Project Coordinator duties and required skill set:
• Excellent organizational skills with proven ability to handle multiple tasks efficiently.
• Demonstrates accuracy and thoroughness and monitors own work to ensure quality.
• Identifies and resolves problems in a timely manner.
• Able to gather and analyze information skillfully.
• Strong communication skills, both verbal and written.
• Excellent customer service skills, with both internal and external customers
• Highly proficient in Microsoft Word, Excel, Outlook, Project, and Adobe Acrobat.
• Working knowledge of Microsoft PowerPoint and Visio.
• High School Diploma
• Requires basic technical/construction knowledge or 6 or more years of experience in a related field
• Position may require ability to access job sites, including climbing, crawling, kneeling.
• Mentors and trains other project team members and leads by example.
• Must be able to show efforts of continued education and training in applicable skill sets.

Direct Reports

• None