<p>POSITION SUMMARY:</p> <p>In this role, you provide administrative support to the sales, production, and project management teams by managing project creation, customer packet requests, scheduling updates, utility locates, and final inspections.</p> <p>RESPONSIBILITIES: </p> <ul> <li> <p>Project Creation:</p> </li><li> <p>Take ownership of creating new projects in the company's project management system, ensuring they align with approved sales orders</p> </li><li> <p>Accurately input and organize essential project details, including customer information, project scope, contract specifics, and timelines, to ensure a smooth project initiation</p> </li><li> <p>Customer Packet Requests:</p> </li><li> <p>Process and fulfill all customer packet requests promptly, ensuring all required documentation and details are included for a seamless experience</p> </li><li> <p>Maintain meticulous records and ensure customer packets are organized and easily accessible for reference</p> </li><li> <p>Crew Board Updates:</p> </li><li> <p>Regularly update and maintain the crew board with accurate, real-time project scheduling information, ensuring that teams have the most current details</p> </li><li> <p>Proactively communicate any scheduling changes or adjustments to relevant team members, ensuring smooth coordination and timely project execution</p> </li><li> <p>Utility Locates:</p> </li><li> <p>Take the lead in initiating and managing utility locate requests for permitted projects, ensuring compliance with project timelines and local regulations</p> </li><li> <p>Track the status of utility locates, ensuring timely completion and addressing any potential issues</p> </li><li> <p>Communicate delays or status updates effectively with the Scheduling Coordinator, ensuring any roadblocks are addressed quickly</p> </li><li> <p>Final Inspections:</p> </li><li> <p>Schedule and coordinate all final inspections for permitted projects, ensuring the necessary preparations are made for a successful outcome</p> </li><li> <p>Ensure all required documentation is ready and submitted on time to avoid any delays in the inspection process</p> </li><li> <p>Track inspection results and proactively communicate any necessary follow-up actions to ensure projects meet the required standards</p> </li><li> <p>General Administrative Support:</p> </li><li> <p>Provide flexible administrative support to the team, assisting with various tasks as needed to ensure smooth day-to-day operations</p> </li><li> <p>Maintain well-organized records and filing systems to ensure easy access to important project documents and customer information</p> </li><li> <p>Serve as a liaison between customers and the team, providing timely communication and resolving inquiries or issues as they arise</p> </li></ul> <p>ESSENTIAL SKILLS:</p> <ul> <li>Exceptional organizational & time management abilities: Able to prioritize tasks efficiently and manage multiple projects simultaneously while meeting deadlines and maintaining high standards of quality </li><li>Meticulous attention to detail: Strong focus on accuracy, ensuring that all project information, documentation, and communication are consistently precise and complete </li><li>Proficiency in project management software: Comfortable using project management systems (preferred experience with i360) and other relevant software to track progress, update schedules, and manage project details effectively </li><li>Strong Communication Abilities: Clear, concise, and professional written and verbal communication, capable of interacting with team members, customers, and stakeholders at all levels </li><li>Adaptability & team collaboration: Ability to work autonomously while also contributing as a valuable team player, adjusting to changing project needs and collaborating effectively with others </li><li>Customer service excellence: Skilled at providing outstanding customer service, addressing inquiries, and maintaining a positive, professional relationship with clients and stakeholders </li></ul> <p>POSITION REQUIREMENTS:</p> <ul> <li>Minimum of 1-2 years of experience in project coordination, administrative support, or a similar role </li><li>Proficiency in project management software (i360) and MS Suite tools  </li><li>Experience with logistics and permitting, including working with the city, is highly desirable </li><li>High school diploma or GED preferred </li><li>Ability to understand and converse in Spanish is a PLUS </li><li>A valid driver's license with a safe driving record </li></ul> <p>CORE VALUES: At TerraFirma, our values are important, we don't just talk about them, we live them. We are looking for people who share our values of Family, Integrity, Resilience, and Mastery.</p> <p>WHAT WE OFFER:</p> <p>We are a family-oriented company and offer competitive pay and benefits to our employees. Benefits include:</p> <ul> <li>PTO + 7 paid holidays annually </li><li>401K </li><li>Medical, Dental, Vision Plans </li><li>Life Insurance </li><li>AD&D Insurance </li><li>ST & LT Disability </li></ul>