Position Overview

Ultimate Staffing Services is actively seeking a detail-oriented Project Coordinator for a dynamic team in Pasadena, California. The role involves providing comprehensive administrative and project support, acting as a key point of contact for internal and external customers, and supporting sales and project management functions. This position is ideal for someone who thrives in a collaborative environment and is ready to take on various administrative responsibilities.

Responsibilities

• Under the general direction, the Project Coordinator provides administrative and project support for the assigned group and serves as the primary point of contact for internal and external customers on all administrative and informational matters.
• Plans, organizes, and executes meetings for department leadership, sales managers, salespeople, and vendors, including arranging rooms and catering for both in-person and virtual meetings.
• Takes and distributes meeting minutes for sales and department team meetings; emails recaps with action items to meeting attendees.
• Assists with onboarding new hires, coordinating with Human Resources to ensure all first-day activities are scheduled, including itineraries and meet & greets.
• Assists the manager with new hire equipment setup, ensuring a successful onboarding process.
• Provides bid support, including receiving and distributing pre-bid notifications and invitations, preparing and submitting prequalification statements/packages, and assisting with bid forms and presentations.
• Generates and prints accounting reports for sales and project managers and monitors various lead generation sites for bid opportunities.
• Manages event tickets for the Construction Group.

Qualifications

• High School Diploma or equivalent required; Associate degree or higher preferred.
• 2+ years of experience and intermediate proficiency-level usage of MS Office applications, including Word, Excel, PowerPoint, and MS Project.
• 1+ years of experience with desktop publishing software applications; experience with Adobe In-Design, Acrobat, Bluebeam Photoshop, and Illustrator preferred.
• Strong interpersonal skills and the ability to relate with a variety of departments and personalities.
• Excellent verbal and written communication skills.
• Strong organizational and time management skills to handle multiple issues efficiently and complete work to a deadline.
• Demonstrated service excellence, with the ability to participate in customer relation issues and find solutions to solve customer disputes.
• General knowledge of the construction or service business is preferred, but not required.
• High level of attention to detail and ability to complete work to a deadline.
• Ability to handle sensitive and confidential information and documents.
• Ability to work overtime when required.

Required Work Hours

Monday through Friday, starting between 6:00 AM and 7:00 AM and ending between 4:00 PM and 5:00 PM.

Benefits

This position is a temp-to-hire opportunity with a competitive pay range of $22.60 to $29.81 per hour.

Additional Details

The role offers the opportunity to be a key part of a collaborative team environment, working closely with various departments to ensure the smooth operation of project and administrative functions. The maximum pay rate is $29.81 per hour, while the minimum pay rate is $22.60 per hour.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.