Administrative/Document Coordinator

Long term contract to possible direct hire role in Lenexa, KS!Job SummaryThe Coordinator will support the Estimating and Markets & Strategy Departments, working independently to perform a wide range of complex and confidential administrative and clerical duties. The coordinator will be responsible for scheduling meetings, managing and updating calendars, document control and developing a variety of reports. Additionally, the coordinator will serve as the districts CRM superuser supporting business development and estimating.Job DescriptionSchedule meetingsUse eTask to manage departmental daily tasksCoordinate internal team events (i.e., team builders, quarterly team meetings, etc.)Coordinate business development events (events too small for the shared service to support, i.e., meetings, sponsorships, golf registrations, conference registrations, sporting events, fishing, clay shoots, etc.)P card holder for the department, pay invoicesSupport new employee onboarding (i.e., phones, laptop, location set up, support mentor, identify appropriate trainings, etc.)Establish, maintain and update organization charts, distribution lists and other get work related documents in SharePointDocument control for proposals (download and upload new RFPs and documents throughout bid process) Document control for BD (evaluation of latest account plan versions to determine what needs to be updated, archiving old information)Coordinate weekly bid/no bid list (receive white papers and estimate books, develop list for Friday meeting, upload white papers and estimate books to SharePoint, develop list for Monday meeting, send results emails to BD team and estimating teams)Maintain BD notes; distribute final notes to designated distribution listsManage department calendars (upcoming events, key meetings, tradeshows, PTO, etc.)Act as CRM Superuser and support CRM management/updates, including"Help Desk" for anything CRMParticipate in superuser calls and inform team of changes or process updatesAssist with managing Personnel spreadsheets/other reference sheets with basic info for managing CRM opportunity dataSkills RequiredPrior administrative support experience preferredStrong written and verbal communication skillsStrong expertise in Microsoft Office (Word, Excel, PowerPoint, Outlook)Solid skills with peripheral technology such as printers, digital cameras, and scanners, as well as willingness to learn additional software.Previous track record of successfully meeting deadlines and project expectationsAbility to work with people at all levels of the organization, including senior leadership, as neededOutstanding attention to detail and strong organizational skillsAbility to maintain strict confidentiality of important, sensitive information and materialsEnthusiastic team player with an interest in helping the team stay connected and working effectively togetherAdditional RequirementsRegular, reliable attendanceWork productively and meet deadlines timelyCommunicate and interact effectively and professionally with supervisors, employees, and others individually or in a team environment."We are an equal opportunity employer and do not discriminate in hiring or employment on the basis of race, color, religion, national origin, citizenship, gender, marital status, sexual orientation, age, disability, veteran status, or any other characteristic protected by federal, state, or local law."JOB-10043692

Created: 2025-03-09