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Projects Assistant in Sacramento, CA at Independent Electric Supply

Date Posted: 5/17/2018

Job Snapshot

  • Employee Type:
    Full-Time
  • Job Type:
    Other
  • Experience:
    Not Specified
  • Date Posted:
    5/17/2018

Job Description

Independent Electric Supply, Inc. (IES) opened in 1976 with ten employees to serve electrical contractors working in the high-tech aerospace industry. Today, IES operates 16 electrical supply branches in the Northern California area, San Francisco Bay area, Central Valley, Central Coast and 7 locations throughout Arizona.  IES focuses on traditional electrical supply with dedicated specialists in lighting, switchgear, wire management, tool & safety, renewable energy and enhance logistics solutions to meet specific customer needs.  Employing more than 525 people and managing over 1 million square feet of warehouse space, IES is one of the strongest electrical distributors in the markets we serve.

In August 2011, IES was acquired by Sonepar USA consisting of the finest locally managed electrical and industrial distributors throughout the United States.  Sonepar is the world leader in electrical distribution.


RESPONSIBILITIES:

Provides a variety of administrative support duties that support projects, including setting-up & maintaining project files, updating ship schedules, PO follow-up. Critical to success in this role is the ability to actively listen, clarify, & communicate information verbally & in writing. Requirements include a high degree of computer literacy, excellent proofing skills, & the ability to organize & analyze details. Thrives in a deadline-driven, fast-paced environment with multiple, & often competing priorities.

NATURE OF WORK:

Major Functions:

  • Sets-up systems & processes to track project data in project management software
  • Uses standardized organizational processes that allow for team(s) to quickly locate files so that accurate & current version control is maintained
  • Responsible for document entry & auditing of respective team(s) project files; in various software programs (Adobe, Excel, and Word), to ensure completeness and accuracy
  • Proofs estimates & submittals to ensure accuracy & inclusion of all referenced items
  • Accurate & verified entry of all estimates & change orders with Accounts Payable to process
  • Follows-up on all POs associated with respective projects assigned to their project team(s)
  • Generates & updates ship schedules for all projects assigned to their respective project team(s)
  • Escalates anticipated delays to Project Manager based on PO follow-up
  • Updates & backs-up relevant tracking documentation with Accounts Payable
  • Works with Accounting & Project Manager to follow-up & close-out unmarked sales orders with Accounts Payable
  • Attends project meetings or conference calls to transcribe notes & follows-up on action items via calendar management
  • Performs day-to-day administrative responsibilities to support their team(s) & the wider office team, as needed
  • Answers phone calls related to their respective project team(s), ensuring that correctly transcribed message & necessary follow-up action
  • Answers & routes incoming office calls, as needed
  • Calendar management for project meetings, travel, scheduling conference calls etc. of their respective project team(s)
Required Skills
  • Ability to perform basic math calculations (addition, subtraction, multiplication, division & percentages) accurately & quickly
  • Computer literacy, fast & accurate typing, & excellent data entry skills
  • Strong proficiency with MS Suite Applications & Outlook
  • Full-time experience working with Eclipse Software is a bonus
  • Excellent customer service skills
  • Strong verbal & written English communications skills
  • Prior experience with a bidding system helpful (Lighting quotation programs such as SAW and Cahill)