Project Coordinator Administrative Assistant

ENERGY SYSTEMS GROUP is looking for a Project Coordinator Administrative Assistant to join our Public Sector Central team located in our Corporate Office in Newburgh, Indiana.

The Project Coordinator Administrative Assistant provides essential administrative and logistical support to the construction, engineering, and sales teams within a performance contracting firm focused on public sector projects. This role ensures efficient coordination across departments by managing documentation, scheduling, communication, and data entry related to project development and execution. The position requires excellent verbal and written communication skills, thorough working knowledge and experience with Microsoft Office Suite, the ability to analyze data and produce reports, and the maturity and positive presence to effectively handle frequent exposure to senior level executives at Energy Systems Group, representatives from external organizations, and potential clients.

The essential functions of the position include:

Construction Operations Department Support

• Document Management: Assist the Project Managers to maintain organized and accurate project documentation, including contracts, change orders, submittals, and meeting minutes
• Communication and Coordination: Facilitate communication between internal and external project stakeholders, including clients, contractors, and subcontractors.
• Contract Administration: Along with the Procurement Team, assist with contract preparation, review, and execution
• Project Tracking: Along with the Operations Manager, assist in running reports to monitor project progress and track key milestone accomplishments
• Financial Management: Along with the Financial Services Team, assist with budget tracking, invoice processing, and payment applications
• Reporting: Along with the Project Managers, prepare and distribute project reports and updates
• Vendor Contract Management: Provide supporting documentation, ensure accurate data entry into the ESG system of record, validate appropriate project specific vendor documentation such as Certificates of Insurance and Payment & Performance bonds are received and recorded and administer subcontract and change order through execution
• Subcontractor Management: Manage performance of subcontracts and change orders to ensure compliance with all public law requirements as well as company policies and procedures
• Purchase Order Management: Complete purchase order requests, invoices and check processing

In addition to Operations support, the position will assist directly in the administrative duties required by the Regional Vice President and Central Leadership team, including accountability for the following departmental support roles:

Project Development Department Support

• Meeting Support: Assist with setting up meetings and taking notes for project development progress meetings
• Presentation Support: Assist in putting together Business Case Analysis and other customer presentations
• Document Preparation: Along with the Project Developer, assist with Scope of Work (SOW) documents, including formatting, proofreading and printing
• Pre-Construction Support: Assist with ESG Software products, Procore and IFS, related tasks including preparing risk review documents, incentive allocation forms, Request for Qualifications RFQs, plus downloading and organizing drawings & photos from site visits

Sales Department Support

• Meeting Support: Assist with setting up meetings and taking notes for sales meetings
• Tradeshow and Organizational Sponsorship Support: Along with the Sales Managers, assist in maintaining the annual marketing spreadsheet with dates, invoices and sign-up forms
• Sales Reports: Along with the Sales Managers, compile data from Salesforce to present monthly sales reports for Leadership review

Regional Vice President Support

• Meeting Support: Assist with setting up meetings and taking notes for leadership meetings
• Scheduling: Assist in maintaining the Central Region calendar and coordinating events between leadership members
• Monthly Business Reports: Along with the Regional Vice President, support the preparation of monthly business reports for Senior Leadership Business Unit Reviews and Monthly Board Meetings

Your background includes:

• High School Diploma or GED
• Three (3) to five (5) years' administrative experience

A bonus to have:

• Associate's degree
• Five (5) to seven (7) years' administrative experience or related field experience, or an equivalent combination of 7+ years of education and experience

What we bring to you:

• Professional growth and development programs including tuition reimbursement
• Comprehensive health, dental, vision insurance plans and wellness plans for employee and your family
• Life insurance, short-term disability, long-term disability, and supplemental benefits
• 401(k) Savings Plan
• Nine Paid Holidays
• Paid Vacation and Personal/Sick Leave
• Paid Parental Leave for the birth, adoption, or placement of a child/children
• Highly competitive salaries and incentive structure

We want you to know:

ESG is an Equal Employment Opportunity Employer. We value talent and understand that our colleagues allow us the opportunity to deliver an exceptional customer experience. We achieve our goals through teamwork and conduct our business with integrity. Join our world-class team to provide mission-critical infrastructure solutions for K-12 schools and universities to local, state and federal government agencies and more.

Join our world-class team to provide safe, reliable innovative energy efficiency and infrastructure solutions for K-12 schools and universities to local, state and federal government agencies and more.

This contractor and subcontractor shall abide by the requirements of 41 CFR * 60-1.4(a), 60-300.5(a), and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity, or national origin. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status or disability.

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