Project Coordinator

Description

POSITION SUMMARY:

Reporting to the VP of Real Estate Development will focus on clerical support, handling day-to-day tasks, maintaining records, and coordinating projects. This position assists in various administrative projects of the regional Las Vegas Development Office for Operations, corporate Human Resources Department, and Real Estate Development.

ESSENTIAL FUNCTIONS:

1. Perform reception and receiving tasks for the Development Office including informing individuals of packages received, checking mail, and distributing mail or paperwork. Receives walk-in guests, and phone calls to the Development Office line and/or Operations recruiting lines (during New Restaurant Openings). 
2. Responsible for interoffice mail process (Blue Bag).
3. Receives HR & RED inquiries from Operations, Operations Support, internal and external guests, and assists with coordinating responses from the appropriate sources. 
4. Perform daily tasks aligned with department processes such as records management and uniform inventory management. Maintains and carries out uniform fulfillment process. 
5. Assist with New Hire Orientation (NHO) preparedness. Print, prepare, and assemble NHO packets. Support preparation for HR and/or company related events such as hiring, benefits, wellness, and celebration events. 
6. Maintains files and various other records and reports for multiple departments. Ensures that documents are filed on a current basis. Photocopies, scans, faxes, and shred documents as needed. Process paperwork from restaurants, scanning & filing, preparing interoffice mail. Audit and update files. 
7. Provide cross-departmental support by assisting with various operations tasks, including coordinating workflows, delivering items between departments, and managing pick-up and drop-off responsibilities to ensure timely and efficient service. 
8. Perform general office duties related to ordering supplies, and distribution of incoming or outgoing correspondence, including mail, interoffice mail, Federal Express & UPS as needed.
9. Maintain collaborative relationships with Development Office occupants. Supports other divisions as required. 
10. Assist stakeholders by scheduling and coordinating meetings through Microsoft Outlook, including managing calendar invites, setting up recurring appointments, and ensuring accurate meeting details. 
11. Serve as a primary key holder for facilities, ensuring secure management and distribution of keys for Real Estate development projects. Maintain accurate key inventory and implement protocols for access control. 
12. Responsible for communication with 3rd party vendors as required and maintaining the RED Master Contact List.
13. Ability to obtain and maintain a valid Notary Public commission in the State of Nevada, ensuring compliance with all applicable laws and regulations.
14. Local travel requires using your personal vehicle to deliver and receive items to and at, but not limited to the Development Office, Company warehouse, Zippy’s locations, potential sites, vendors, Project Managers, and other locations as needed. Mileage reimbursement provided in accordance with Company policy. 

COMPETENCIES:

1. Tech Savvy – Anticipating and adopting innovations in business-building digital and technology applications.
2. Ensures Accountability – Holding self and others accountable to meet commitments.
3. Customer Service Oriented with a high sense of urgency.
4. Situational Adaptability – Adapting approach and demeanor in real time to match the shifting demands of different situations. 
5. Attention to detail and ability to handle confidential information.

QUALIFICATIONS:

Scheduling & Travel:

Full-time position: Monday - Friday, 8:00 a.m. - 5:00 p.m. Travel is primarily local during business hours.

Physical Ability:

• Must be able to lift 20 to 30 pounds
• Occasionally lift as much as 50 pounds 
• Sitting most of the day 
• Standing/walking up to 4 to 5 hours a day
• Reaching/bending frequently
• Speaking and hearing is necessary for communicating with co-workers, employees, managers, and the public, and for talking on the telephone
• Sight for performing computer work and paperwork

Pre-Employment Requirements:

Must pass drug screening test and standard background check

Work Environment:

This job operates in a professional office environment. This role routinely performs on-site tasks in a warehouse-like environment with a varied pedestrian surface.

Education:

High School Diploma or G.E.D. required

Experience:

• Prior related experience in a clerical or administrative position preferred.
• Being able to work in a self-directed environment
• Strong computer skills using MS365 Suite

Desired Experience and Skills:

• Strong verbal and written communication skills
• Willingness to take initiative on projects and seek clarification to ensure full understanding 
• Experience balancing multiple priorities and delivering results
• Passionate and committed to the role, department and organization's plans and ambitious goals.
• Previous roles requiring collaboration across teams and departments to achieve shared objectives
• General Real Estate knowledge

Desired Attributes:

• Ability to work under minimal supervision
• Demonstrates reliability and accountability 
• Displays resilience and adaptability in dynamic or high-pressure situations
• Upholds integrity and professionalism in all interactions and decision-making

Other Duties:

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.