Project & Office Coordinator

CMTA, a Legence company

CMTA is one of the fastest growing engineering firms in the U.S. with nationally recognized expertise in sustainable, high performance building engineering. We are a collaborative, competitive, innovative, and energetic group of engineers and team leaders who incorporate a holistic approach towards consulting engineering, performance contracting, and zero energy projects. We focus on finding engineers whose personalities lead them to excellence, and we provide exceptional opportunities for our employees.

Job Summary: 
The Project Coordinator/Office Coordinator is responsible for assisting the Project Managers on day-to-day operations.  This position will be responsible for organizing and controlling project activities.  The Project Coordinator will be a source of communication for all individuals related to a project.
In addition, this role will also be responsible for general office duties and is integral to ensuring that all office operations run smoothly.  

Essential Duties and Responsibilities as Project Coordinator:

• Manage bidding of projects:
  • Create bid packages.
  • Maintain bid lists.
  • Issue addenda’s.
  • Provide plan holders list to contractors.
  • Create bid box for project managers (bid tabulation spreadsheet, signage, date stamp, etc.).
  • Post bids and oversee bidding materials.
  • Issue recommendation letters to project owners.
  • Create submittal template spreadsheet for Procore.
• Facilitate project closeout:
  • Issue award letters to contractors.
  • Create AIA documents and submit to contractors.
  • Contact needed parties for signatures and track progress.
  • Obtain operation and maintenance manuals, along with as-built drawings.
  • Create letters for the project owners and send all needed materials.
  • Assist with any needed building permits.
• Create and maintain documentation (contracts, change orders, AIA documents, project books, certificates of insurance, etc.).
• Manage Procore database:
  • Bid packages.
  • Pay applications.
  • Plans and specifications.
  • AIA documents.
  • Punchlists
  • RFI’s
  • Update contract amounts.
• Other duties and responsibilities as assigned.

Essential Duties and Responsibilities as Office Coordinator:

• Manage office upkeep and maintenance.   
• Answer and direct calls.
• Greet and assist clients that come into the office.
• Process incoming and outgoing mail.
• Monitor office supplies inventory and place orders.
• Coordinate maintenance of office equipment.
• Assist with new hire onboarding. 
• Actively participate on events and office safety committees.
• Act as the main point of contact for employees with questions regarding office operations.  
• Support marketing department in trade show coordination and proposal printing/binding
• Support local efforts in teambuilding activities/events coordination/holiday parties, etc.
• Other duties and responsibilities as assigned.

Problem Solving:
Problems and solutions are unique and unpredictable, but are similar to those previously encountered.  Solutions require judgment such as setting priorities, evaluating results and/or coordinating with others.
Problem solving and/or critical thinking involves identification and analysis of diverse problems; solutions are often found by reviewing standard documented processes and/or work procedures and modifying them to apply to the situation.  Guidance is usually provided on what source(s) to consult, and decision is reviewed by supervisor before implementation.

Supervision Required:
Supervision is present to review broad objectives relative to basic position duties and day-to-day department duties.  Basic work and decisions do not require direction or review by immediate supervisor.  Strategic issues are referred to supervisor.

Decision-Making Impact:
Some independent judgment is necessary to select and implement the most appropriate solution, with frequent discussion/contact with a supervisor.  May occasionally make recommendations to work procedures, policies, and practices.  Recommendations to create efficiencies within work procedures, policies, and practices are always encouraged.
Decision-making impacts department and outside department/multiple departments.

Work Complexity:
Tasks are multiple and diverse with some connectedness across processes.  Work requires the direct application of a variety of procedures, policies, and processes.
Supervisory Responsibilities:
No supervisory responsibilities.

Qualifications (Education, Experience, and Licenses/Certifications required):

• Degree in Business Management preferred.
• 2+ years’ experience in administrative or clerical work.
• 1+ years’ experience in the construction industry.
• Proficiency in the use of Microsoft Office products.
• Proven ability to maintain excellent integrity and ethical standards within role.

Physical Requirements:
Position requires regular sitting, hearing, and vision.  Position frequently requires standing, walking, reaching with arms and hands, and talking.  Position occasionally requires climbing/balancing, kneeling/crouching, and the ability to lift and carry over 20 lbs.

We are unable to provide immigration sponsorship for this position.
#LI-JS1 #LI-Onsite

About Legence

Legence, a Blackstone Portfolio Company, is North America’s leading, integrated provider of energy efficiency and sustainability solutions for the built environment. Legence improves the performance of buildings, making the spaces that shape our lives healthier and more sustainable. We specialize in helping clients decrease operating costs, reduce carbon emissions, and enhance occupant well-being and productivity. From advisory services and design to construction and ongoing maintenance, we offer a comprehensive suite of Stackable Solutions™ across the entire building lifecycle. With over a century of experience, we have the expertise to implement high-performing projects with unmatched outcomes, serving industry leaders in mission-critical and other essential sectors such as data centers, semiconductors, life sciences, healthcare, education, and more. 

Benefits Overview
Health & Welfare: Medical, dental, vision, prescription drug benefits, company-paid short term and long term disability, basic group life and AD&D, and mental wellness support through Spring Health.
Time Off Benefits: Paid vacation, company-paid holidays, and paid sick leave.
Financial Benefits: 401(k) retirement savings plan

Reasonable Accommodations

If you need assistance or accommodations during the application or interview process, please contact us at ta@wearelegence.com or your dedicated recruiter with the job title and requisition number.

Third-Party Recruiting Disclaimer
Legence and its affiliates do not accept unsolicited resumes from agencies; any such submissions without a prior signed agreement authorized by Legence Holdings LLC's CHRO or Director of Talent Acquisition will not incur fees and are considered property of Legence.

Pay Disclosure & Considerations
Where pay ranges are indicated, please note that a successful candidate’s exact pay will be determined based relevant job-related factors, including any of the following: candidate’s experience, skills, and qualifications, as well as geographic and market considerations.  We are committed to ensuring fair and competitive compensation for all employees and comply with all applicable salary transparency laws. 

Equal Employment Opportunity Employer

Legence and its affiliate companies are proud to be an equal opportunity workplace. We are committed to equal employment opportunity regardless of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), marital or familial status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, other non-merit-based factors, and any other characteristic protected under applicable local, state or federal laws and regulations.
EEO is the Law