Consistently provide a high level of customer service to Tesla staff, vendors, business partners and guests while at times, being the client interface.
Meeting coordination and conference room reservations & set-up, as needed. Attend meetings, if necessary, for taking minutes and documenting other information.
Managing workload – prioritizing work and ensuring deadlines are met.
Project Start-Up task tracking including contracts, proposal letters, work authorizations, creation and/or maintenance of project directories, cloud-based file sharing sites, opening project and sub-project numbers.
Early Project Phases tasks including but not limited to programming data worksheets, consultant contracts, consultant work authorizations, accurate project files documentation (hard copy and electronic), FAST form documents, project filing, print coordination, copying/scanning, creation/maintenance of various spreadsheets, correspondence, maintenance of logs (contracts, work authorization, consultant work authorizations, sketch logs, plotting), meeting coordination and Zoom meeting set-up as required, preparation of meeting agendas and meeting notes, package preparations & shipping/mailing and org charts for the team.
Construction Documentation/Administration Phases tasks include file sharing, print coordination, logging RFIs & submittals, QA/QC documents stamping and coordination.
Project Close-Out tasks include dead filing and punch list tracking.
Special duties and projects, as assigned or necessary including coverage of other coordinators.
3-5 years of experience in an administrative capacity preferably with an architecture, design or construction firm.
Bachelor’s Degree or relevant years of experience(Construction management preferred).
Ability to effectively prioritize with strong time management skills in a fast-paced environment.
Superior verbal and written communication skills.
Highly organized with a strong attention to detail.
High level of professionalism and strong sense of urgency.
Intermediate to advanced skills in MS Office Suite (Outlook, Excel, Word, PowerPoint).
Proficiency in Bluebeam, Aconex, PlanGrid, and MS Project preferred.
Ability to work with minimal guidance; Proactive, motivated self-starter.
Proficiency with conferencing systems.
Flexibility and ability to -handle and manage change effectively and efficiently.