Envocore, LLC is an established national leader engaged in the engineering, designing and installation of energy-efficient systems. Our company designs and installs projects for a wide range of Government, Commercial, Industrial, Educational, Medical, Institutional and Retail facilities across the United States.
SUMMARY: We are seeking a motivated Project Assistant to provide vital administrative assistance to our project management teams. In this role, you will build subcontracts, prequalify subcontractors, handle license renewals, and execute daily support tasks to ensure successful project delivery.
DUTIES AND RESPONSIBILITIES:
- Manages the building of subcontract documents and work orders as well as building any Master Subcontract Agreements if required
- Obtains necessary certificates of insurance for all subcontractors
- Manages all sub qualification packets for subcontractors and maintains records for tracking and renewal purposes to ensure compliance
- Gathers all necessary financial information and sends it to the finance department to set up all new subcontractors for payment
- Maintains the license log and all trade and contractor licenses; assists with license renewals
- Works closely with Envocore’s apparel vendor to ensure in stock inventory of polo shirts including ordering merchandise as needed and maintaining inventory log
- Orders Employee of the Month winner apparel
- Communicates with Envocore’s registered agent approving tax filings, managing Certificates of Authority for each entity and state
- Distributes daily internal/external mail and overnight packages; sends and distributes faxes.
- Composes, types, formats, and distributes professional correspondence and memoranda, E-mails and faxes, and project reports and documents using individual initiative and as assigned.
- Proactively establishes, and maintains highly organized electronic filing system, files correspondence and other records.
- Coordinates internal and external project meetings including but not limited to preparing and distributing agendas and other meeting materials and setting up/breaking down of conference room for meetings.
- Orders and maintains supplies, coordinates equipment maintenance.
- Assists in development and implementation of department systems and procedures as needed.
- Answers and screens telephone calls in a professional and timely manner; takes accurate messages with a high degree of professionalism and courtesy; arranges conference calls.
- Performs general clerical duties including but not limited to filing, photocopying, faxing, and mailing.
- Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.
- Performs other related duties as assigned by management.
QUALIFICATIONS:
- Associate degree (A.A.) or equivalent, three to five years related experience, or
equivalent combination of education and experience.
- Excellent verbal and written communication skills.
- Proficient on Microsoft Word, Outlook, and Adobe
- Commitment to excellence and high standards.
- Strong organizational, problem-solving, and analytical skills.
- Ability to manage priorities and workflow.
- Strong interpersonal skills and acute attention to detail.
- Ability to understand and follow written and verbal instructions.
- Ability to deal effectively with a diversity of individuals at all organizational levels.
- Good judgement with the ability to make timely and sound decisions.
- Creative, flexible, and innovative team player
- Ability to work independently and as a member of various teams and
committees.
- Versatility, flexibility, and a willingness to work with changing priorities with enthusiasm.
COMPETENCIES:
- Teamwork--Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
- Organizational Support--Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
- Planning/Organizing--Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
- Attendance/Punctuality--Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
- Dependability--Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary, to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
- While performing the duties of this Job, the employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance and talk or hear. The employee is frequently required to stoop, kneel, crouch, or crawl. The employee is frequently required to sit.
- The employee must occasionally lift and /or move up to 10 pounds.
Work Days: As Needed, Job Specific, Primarily Monday-Friday.
Work Hours: As Needed, Job Specific, Primarily 8am-4:30pm
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
Skills Required
- Associate degree or equivalent combination of education and experience
- Three to five years of related experience
- Excellent verbal and written communication skills
- Proficiency with Microsoft Word, Microsoft Outlook, and Adobe
- Strong organizational, problem-solving, and analytical skills
- Ability to manage priorities and workflow
- Strong interpersonal skills and attention to detail
- Ability to understand and follow written and verbal instructions
- Ability to work effectively with individuals at all organizational levels
- Good judgment and ability to make timely decisions
- Ability to work independently and as part of various teams and committees
- Flexibility and willingness to work with changing priorities
What We Do
Envocore provides integrated energy-efficiency and sustainable-infrastructure services for utilities, governments, institutions, and commercial and industrial facilities. Its offerings include utility metering and field services, energy-efficient lighting and controls, water conservation, building-envelope improvements, and solar, microgrid, and battery-storage projects. The company combines design, engineering, project management, and nationwide field implementation to help customers reduce resource use and costs, improve facility performance, modernize infrastructure, and recover utility revenue.
