Project Coordinator

Abraxas Energy Consulting, LLC, a subsidiary of Hillmann Consulting, LLC, is a nationwide energy auditing and consulting firm that provides energy assessments, training, and software tools to assist facilities in reducing energy and water waste. Together, Abraxas and Hillmann can provide customized Energy Analysis, Energy Accounting, Environmental Health and Safety, Remediation Support, Real Estate Due Diligence, Geotechnical, and Laboratory Analysis services. Abraxas and Hillmann deliver consulting with an uncompromising commitment to customer service, safety, and increasing value and quality to our clients.

Abraxas has an immediate opening for a Project Coordinator, out of our Carlsbad, California office, who is responsible for numerous administrative functions requiring interfacing with multiple departments (General Administrative Department (Accounting, Sales, Marketing, Human Resources), Engineering, Utility Analysis and Database Services, and Products). The Project Coordinator also performs client-facing services and support including coordinating schedules, shipping/tracking/ordering equipment, participation in meetings, organizing deliverables, etc.). This position requires a high level of attention to detail, communication, organization, research, scheduling, typing, Microsoft Office Suite, data analysis, and more.

Responsibilities:

• Support Project Managers and Project Engineers including:
  • Maintain resource calendars, time off calendars, etc.
  • File - Organize and maintain paper and electronic files.
  • Schedule, organize, and attend meetings (internal and external to the organization); create meeting agendas, take meeting minutes/notes in, send follow-up communication.
  • Travel Coordination - Plan trip itineraries, make travel reservations, maintain records and authorizations.
  • Order, ship, track, inventory tools and equipment.
  • Preliminary review of time sheets for overall accuracy and completeness
  • Preliminary review of expense reports for overall accuracy and completeness
  • Maintain team member credentials and track trainings completed renewals needed
• Software services and support
  • Provide front line customer support for simple requests such as license transfers, new license assignment, new customer setup, etc.
  • Customer follow up
  • Coordinate software trainings including attendee confirmation, scheduling, curriculum preparation, trainer coordination, venue arrangements.
  • Collect utility bill copies, data entry, report generation
• Act as a liaison and coordinator between project managers and accounting department (receivables and payables) including:
  • Input jobs into Project Charter and accounting system
  • Input job budgets into accounting system.
  • Extract and report on job costs
  • Gather, organize and maintain receipts.
• Help develop Work Flow process with Team Members as needed.
• Participate in and contribute to Team Meetings.
• Other Duties as assigned.
• General office management and support activities including:
  • Reviewing and filing contracts, subcontracts, purchase orders, quotes, receipts
  • Answer telephone.
  • Make phone calls.
  • Process outgoing mail.
  • Maintain and organize office, break room, closets, and general office appearance. Track inventory of supplies and order when necessary.
  • Support maintaining all insurance policies, COIs, billings and payables.
  • The Project Coordinator is expected to support main office staff in managing phone calls to Abraxas Energy's main line. This requires you being on time for your shift, and working through each shift, except for breaks per company policy. The Project Coordinator must notify other staff when taking lunch breaks so the phones can be covered in their absence.
  • Must take full and concise telephone messages in a pleasant and professional manner.
  • Draft correspondence.
  • Type reports.
  • Manage databases.
  • Internet research.
• This job has no supervisory responsibilities.

Minimum Qualifications (Education, Skills, and Experience):

• Associate's degree (A.A.) in a business, accounting, economics, science, technology, engineering, or mathematics discipline or equivalent plus one-year related experience and/or training.
• Proficient in Microsoft Excel and Microsoft Word.
• Ability to read, analyze and interpret documents such as safety rules, operating and maintenance instructions and procedural manuals. Ability to write reports and correspondence. Ability to speak effectively in small groups of customers or employees of the organization. Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs.
• Ability to apply common sense understanding to carry out detailed but involved written or oral instructions. Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Willingness to learn fundamental technical aspects of our business.

Additional Valuable Qualifications:

• Bachelor's degree (B.A. or B.S.) or higher from a four-year college or university in a business, accounting, economics, science, technology, engineering, or mathematics discipline.
• Proficient in Microsoft Project, Microsoft PowerPoint, and other Microsoft Office products.
• Managerial experience of any kind (project management, store manager, shift supervisor, etc.)
• Experience working as an executive assistant for a technical professional.
• Experience in the energy efficiency industry.

Benefits:

Abraxas Energy Consulting, LLC and Hillmann Consulting, LLC are committed to the professional development and well-being of our employees. The following benefits are offered to employees with some probationary periods or conditions:

• Competitive salary
• Medical, dental, and vision insurance
• Employer-401(k) Plan
• Tuition assistance
• Volunteer time off

Abraxas Energy Consulting, LLC is an equal opportunity employer.