Project Support Coordinator

Abraxas Energy Consulting

Carlsbad, CA  •   Posted January 26, 2024


Abraxas Energy Consulting, LLC is part of The Hillman Family of Companies. We’re currently looking for a Project Support Coordinator to assist with a multitude of administrative functions to join the Abraxas team in Carlsbad, CA. Abraxas is a nationwide Energy Auditing and Consulting firm that provides energy assessments, training, and software tools to assist facilities in reducing energy and water waste.

Together, Abraxas and Hillmann can provide customized Energy Analysis, Energy Accounting, Environmental Health and Safety, Remediation Support, Real Estate Due Diligence, Geotechnical, and Laboratory Analysis services. Abraxas and Hillmann deliver consulting with an uncompromising commitment to customer service, safety, and increasing value and quality to our clients.

The Project Support Coordinator is responsible for numerous administrative functions requiring interfacing with multiple departments. The Project Support Coordinator also performs client-facing services and support including coordinating schedules, shipping/tracking/ordering equipment, participation in meetings, organizing deliverables, etc. This position requires a high level of attention to detail, communication, organization, research, scheduling, typing, Microsoft Office Suite, data analysis, and more.

Abraxas and Hillmann are committed to providing team members with the opportunity to drive their own career path. If you are a highly motivated individual with exceptional organization skills who adapts well to change, we can offer you the challenge and compensation that you deserve! Visit the Life tab on our LinkedIn profile to learn more about us.

Job Responsibilities:

Support Project Managers and Project Engineers including:

  • Maintain resource calendars, time off calendars, etc.
  • File – Organize and maintain paper and electronic files.
  • Schedule, organize, and attend meetings (internal and external to the organization); create meeting agendas, take meeting minutes/notes in, send follow-up communication.
  • Travel Coordination – Plan trip itineraries, make travel reservations, maintain records and authorizations.
  • Order, ship, track, inventory tools and equipment.
  • Preliminary review of time sheets for overall accuracy and completeness.
  • Preliminary review of expense reports for overall accuracy and completeness.
  • Maintain team member credentials and track trainings completed renewals needed.

Support Project Managers and Project Engineers including:

  • Maintain resource calendars, time off calendars, etc.
  • File – Organize and maintain paper and electronic files.
  • Schedule, organize, and attend meetings (internal and external to the organization); create meeting agendas, take meeting minutes/notes in, send follow-up communication.
  • Travel Coordination – Plan trip itineraries, make travel reservations, maintain records and authorizations.
  • Order, ship, track, inventory tools and equipment.
  • Preliminary review of time sheets for overall accuracy and completeness.
  • Preliminary review of expense reports for overall accuracy and completeness.
  • Maintain team member credentials and track trainings completed renewals needed.

Software Services and Support:

  • Provide front line customer support for simple requests such as license transfers, new license assignment, new customer setup, etc.
  • Customer follow up.
  • Coordinate software trainings including attendee confirmation, scheduling, curriculum preparation, trainer coordination, venue arrangements.
  • Collect utility bill copies, data entry, report generation.

Act as a liaison and coordinator between project managers and accounting department (receivables and payables) including:

  • Input jobs into Project Charter and accounting system.
  • Input job budgets into accounting system.
  • Extract and report on job costs.
  • Gather, organize and maintain receipts.

General office management and support activities including:

  • Reviewing and filing contracts, subcontracts, purchase orders, quotes, receipts
  • Answer telephone and make phone calls.
  • Process outgoing mail.
  • Maintain and organize office, break room, closets, and general office appearance.
  • Track inventory of supplies and order when necessary.
  • Support maintaining all insurance policies, COIs, billings and payables.
  • Must take full and concise telephone messages in a pleasant and professional manner.
  • Draft correspondence, prepare reports, manage databases, and conduct internet research.
  • Help develop Workflow process with Team Members as needed.
  • Participate in and contribute to Team Meetings

Minimum Qualifications & Requirements:

  • Associate’s degree (A.A.) in a business, accounting, economics, science, technology, engineering, or mathematics discipline or equivalent plus one-year related experience and/or training.
  • Proficient in Microsoft Excel and Microsoft Word.
  • Ability to read, analyze and interpret documents such as safety rules, operating and maintenance instructions and procedural manuals. Ability to write reports and correspondence. Ability to speak effectively before in small groups of customers or employees of the organization. Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public.
  • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs.
  • Ability to apply common sense understanding to carry out detailed but involved written or oral instructions. Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
  • Willingness to learn fundamental technical aspects of our business.

Additional Qualifications:

  • Bachelor’s degree (B.A. or B.S.) or higher from a four-year college or university in a business, accounting, economics, science, technology, engineering, or mathematics discipline.
  • Proficient in Microsoft Project, Microsoft PowerPoint, and other Microsoft Office products.
  • Managerial experience of any kind (project management, store manager, shift supervisor, etc.)
  • Experience working as an executive assistant for a technical professional.
  • Experience in the energy efficiency industry.

Benefits:

Hillmann offers a full suite of benefits to our Abraxas EmployeesAbraxas and Hillmann are committed to the professional development and well-being of our employees. The following benefits are offered to employees:

  • Competitive salary
  • Medical, dental, and vision insurance
  • Employer-401(k)
  • Tuition assistance
  • VTO – An extra paid day off to volunteer for the cause of your choice and great opportunities to participate in many of our charitable endeavors.

Learn More About Abraxas & Hillmann:









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    General Qualifications

    • 4 Year Degree (relevant experience may be considered in lieu of a degree)
    • Well-spoken with excellent verbal and written communication skills
    • Desire to work in a dynamic and fast-paced environment
    • Ability to work independently as well as in a team environment
    • Ability to work on multiple projects and/or tasks simultaneously
    • Excellent time management skills
    • Ability to deal directly with clients in a professional and proactive manner
    • Computer skills including Microsoft 365 & Teams

    Great Place to Work

    Hillmann Consulting, LLC is an equal opportunity employer. We provide equal employment opportunities to all qualified employees and applicants for employment without regard to race, color, age, religion, sex, disability, national origin, creed, ancestry, familial status, marital status, affectional or sexual orientation, domestic partnership or civil union status, gender identity or expression, atypical hereditary cellular or blood trait, or genetic information. Hillmann Consulting, LLC encourages everyone to apply.