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Capital Projects Coordinator

2 months ago

Redding, California, United States Bethel Church of Redding Full time

The Capital Projects Support Specialist will be instrumental in assisting Bethel's Capital Projects division by providing essential support primarily to the Director of Capital Projects and collaborating closely with the Project Coordinator. This role involves working alongside the Capital Projects team and various departments to enhance project planning, manage communication, monitor project timelines, track deliverables, and maintain comprehensive project records. Their efforts will be vital in ensuring the effective execution of capital projects and facilitating seamless construction operations across all campuses.

Key Responsibilities:

Administrative Support:
  • Receive daily assignments and workflow directives from the Director of Capital Projects and Project Coordinator to ensure timely completion of Capital Projects priorities and weekly objectives.
  • Oversee scheduling, correspondence, and communication, including managing multiple inboxes and ensuring key communications for the Director of Capital Projects are handled efficiently.
  • Manage the calendar of the Director of Capital Projects, ensuring optimal daily organization, including scheduling meetings, travel arrangements, and appointments.
  • Assist in organizing events and meetings by preparing and distributing agendas and materials, coordinating catering and setup, managing takedown, and documenting meeting minutes.
  • Maintain and procure office supplies as necessary.
  • Record and maintain an updated log of the Director of Capital Projects' expense receipts and mileage.
  • Handle shipments, printing, faxing, mailing, copying, filing, and email correspondence related to Capital Projects.
  • Support the Project Coordinator in special initiatives, including transcribing materials, preparing documents, reports, charts, presentations, financial spreadsheets, and filing on the server as appropriate.
  • Perform a variety of additional support tasks, including assisting other departments as required.
  • Monitor the signing and filing processes for contracts, bids, change orders, and permits.
  • Keep the Capital Projects' team calendars updated.
  • Facilitate the maintenance of the Capital Projects digital filing system.
  • Assist with computer program renewals and licensing.
  • Research products for various projects and provide reports as needed.
  • Check the mailboxes for shipments and letters daily.
  • Collaborate with the Capital Project and Facilities team to manage work orders, including monitoring and updating the system and reviewing with the Director of Capital Projects.
  • Support the project team in monitoring schedules to ensure efficiency and project completion.
  • Maintain regular communication between the Project team and Facilities departments, including attending relevant meetings.
  • During peak construction periods, provide occasional administrative support to the Job Site Superintendent.
  • Perform other duties as assigned by the Project Coordinator or Director of Capital Projects.
Financial and Budgetary Support:
  • Assist in conducting thorough financial analyses for recurring expenses.
  • Develop and manage construction budget forecasts in collaboration with the Project Coordinator.
  • Provide hands-on support for accounts payable processes, including processing invoices and credit card transactions as needed.
  • Perform other duties as assigned by the Project Coordinator or Director of Capital Projects.

Qualifications:

  • Minimum of 2 years of experience in an administrative capacity supporting upper management.
  • Associate's or Bachelor's degree in Administration preferred.
  • Exceptional written and verbal communication skills.
  • Strong time-management abilities and capacity to prioritize tasks while managing multiple projects concurrently.
  • Ability to work collaboratively in a team-oriented environment and independently with minimal supervision.
  • Proficiency in office productivity tools and eagerness to learn new software and systems.
  • Experience with Google Workspace is a plus.
  • Meticulous attention to detail and accuracy in record-keeping.
  • Ability to handle confidential and sensitive information with discretion.
  • Flexible team player, adaptable to changes and challenges.
  • Typing skills of 60+ words per minute.

Benefits:

  • Free Staff Lunch (twice a month)
  • Email Address
  • 40% Discount on most items in the bookstore
  • Free premium pass access
  • Invitation to attend select conferences
  • 24-hour doctor/prescription access
  • 403(b) Retirement Fund Matching
  • Paid Sick Leave, Jury Duty & Bereavement Leave
  • Opportunity to work with passionate individuals
  • Medical Insurance (company covers 70% of Employee's cost / 60% of Dependent's cost)
  • Voluntary Dental Plan
  • Voluntary Vision Plan
  • Group Life and AD&D insurance paid for by the company
  • Optional Voluntary Term Life Insurance
  • Cafeteria 125 Benefit Premium Pre-Taxing Option
  • Paid Vacation