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

Sales Department Support

Regional Vice President Support

Your background includes :

A bonus to have :

What we bring to you :

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

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