Administrative Coordinator

2 weeks ago

Pleasanton, California, United States Sunbelt Controls Full time
Job Overview

POSITION SUMMARY:

The Administrative Coordinator with a focus on Marketing is tasked with a diverse range of organizational responsibilities, aiding in the achievement and management of the Executive's objectives and initiatives efficiently. This role is pivotal in addressing the operational requirements of Sunbelt Controls on behalf of the Executive, necessitating a proactive and adaptable approach to various assignments, supporting departmental projects, and occasionally extending assistance to other corporate divisions as necessary.

KEY RESPONSIBILITIES:
  • Organize and facilitate meetings, ensuring all preparatory materials, communication invitations, agendas, and presentations are ready, including catering arrangements when necessary. Follow up on action items from meetings on behalf of the Executive.
  • Manage the Executive's calendar, ensuring adherence to schedules and providing essential gatekeeping support to optimize access to the Executive's time and office.
  • Act as a liaison for effective communication between the Executive and internal teams, demonstrating leadership to uphold credibility, trust, and support with senior management.
  • Assist in gathering, organizing, and analyzing information from various departments as required.
  • Research, prioritize, and address incoming issues and concerns, including sensitive matters, determining the appropriate course of action or response.
  • Complete critical deliverables with a hands-on approach, including drafting correspondence and other essential tasks.
  • Prioritize conflicting demands, managing matters efficiently and ensuring successful project completion under deadline pressures.
  • Perform general administrative tasks such as typing and photocopying correspondence, proposals, presentations, reports, agreements, contracts, and memos.
  • Develop, edit, and compile work products, including proposals, manuals, presentation packages, marketing materials, and reports.
  • Distribute various correspondence using the most suitable methods.
  • Coordinate travel arrangements and itineraries, along with processing expense reports.
  • Maintain an organized filing system and document control.
  • Plan and assist in organizing various company events and celebrations.
  • Provide support to other departments on special projects or organizational needs as required.
  • Maintain the office environment and manage office supply inventory.
  • Perform additional tasks and responsibilities as assigned by supervisors or upper management.
MARKETING-SPECIFIC DUTIES:
  • Assist in the creation and implementation of marketing strategies and campaigns.
  • Collaborate with the marketing team to gather necessary content and materials for promotional efforts.
  • Prepare and refine marketing presentations, reports, and other relevant materials.
  • Manage social media platforms and content posting schedules.
  • Conduct market research and analyze trends to support marketing initiatives.
  • Work with internal teams to ensure consistent branding and messaging.
EDUCATION AND EXPERIENCE:
  • Bachelor's degree or equivalent professional experience.
  • 5+ years of prior executive support experience, ideally in a mechanical contracting or construction setting.
  • Previous experience in marketing or relevant educational background in marketing.
  • Ability to maintain confidentiality as required by the nature of the work.
  • Extensive computer proficiency.
  • Proficient in Microsoft Office Suite, including MS Word and MS Excel.
  • Familiarity with applications on mobile devices (smartphones, tablets, etc.).
  • Experience with Google applications such as Gmail, Google Calendar, and Google Docs.
  • Skilled in conducting detailed online research and utilizing web applications.
  • Ability to edit documents using Adobe Writer or similar software.
  • Strong written communication skills and attention to detail.
  • Ability to organize data effectively and manage multiple tasks simultaneously.
  • Demonstrated reliability and consistent attendance.
  • Willingness to learn new software and processes.
  • Experience in producing and editing documents with accuracy.
  • Ability to work under pressure and manage a fast-paced environment.
  • Availability for overtime as needed.
PHYSICAL REQUIREMENTS:
(The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
  • Regularly lift and/or move up to 10 pounds, and occasionally lift and/or move up to 20 pounds.
  • Specific vision abilities required include close vision and distance vision.
  • Auditory abilities necessary for hearing clients on the phone.
  • Regularly required to sit for extended periods, stand, use hands to manipulate objects, reach with hands and arms, and communicate verbally.
  • Routine attendance is essential.
COMPENSATION:

$40.87 to $52.89 per hour, with actual compensation determined by various factors unique to each candidate, including job-related skills, experience, certifications, and education.

ABOUT SUNBELT CONTROLS:

Sunbelt Controls is a leading provider of building automation system solutions and services for a diverse range of clients across the Western United States. We offer comprehensive BAS solutions, from new construction installations to preventative services and data analytics. Our team is dedicated to creating smarter buildings through innovative solutions and exceptional service. We are proud to be a 100% employee-owned company, fostering a family-oriented culture that values our employees and their contributions.

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