Career Opportunity Application

Position: Administrative Coordinator

Position Summary/Objective

TriMark USA is one of the nation's largest providers of design and build services, equipment and supplies to the foodservice industry. TriMark offers operators an unrivaled level of customized service by combining the hands-on support and local market knowledge of a strong, regional supplier with the purchasing strength, industry expertise, and delivery capabilities of a national company. We partner with our customers, which include national chains, independent restaurants, healthcare facilities, K-12 and universities, entertainment venues, and many other segments, providing tailored solutions and essential products to operate with greater efficiency and realize better bottom line results. Our aim every day is to serve with excellence, meeting the needs of foodservice professionals so they can achieve their culinary vision.

Performs broad range of contract administrative duties to include processing of contract documents, tracking of labor and job cost, request for quotes, assist with purchasing, scheduling, invoice processing, and flow of division responsibilities.


Essential Functions & Responsibilities


  • Receive all phone calls to Division personnel.  Transfer to appropriate party or related voicemail.
  • Processes all Project correspondence  
  • Receives new contracts.
  • Receives and processes all change orders
  • Maintains existing contract files.
  • Process mail
  • Process incoming faxes
  • Filing
  • Scan and file or email project correspondence to appropriate party or folder.
  • Format bid documents as needed.
  • Format and complete all labor compliant documents.
  • Format and complete all OCIP documents
  • Update and maintain logs - Contract back log / Master contract. Correspondence log, Bid log, and Contract award log
  • Maintain CER calendar (Ship dates, scheduled deliveries, Project and employee schedules) 
  • Maintain calendars – Installation, Service, and Startup.
  • Field request – Call vendor request for quote and availability.
  • Create PO form faxed or emailed quote.
  • Process hardcopy PO return via fax or email.  PO must be processed immediately when required for will call.  On the same day for other request.
  • Schedule delivery if applicable.
  • Post pending PO number and amount on job costing sheet same day PO issued.
  • Miscellaneous shipping and receiving
  • Upon request ship miscellaneous items to field personnel and or customers
  • Box, label and ship project submittals and O&M’s as directed
  • Receive and log (Correspondence log) all items delivered to Trade St. warehouse.  Arrange warehouse assistance in advance, as needed.                           
  • Posts hours to certified payroll spreadsheets; sends original certified payroll reports to customer. (Monthly)
  • Weekly field labor to labor sheet.
  • Post invoices to job costing sheets as instructed
  • Print and assemble Submittals as needed
  • Print and assemble O&M’s as needed.
  • Print and assemble safety manuals as needed
  • Maintain and organize CER files.
  • Make travel arrangements as needed.
  • Process and enter all division and field personnel expense reports for payment through Expense Expert


Competencies, Skills & Abilities


  • Strong understanding of office organization and environment with the ability to follow direction.
  • Sound ability to work independently and at times without supervision.
  • Conscientious of accuracy and detail with strong math skills
  • Able to effectively communicate in both written and oral form.
  • Able to think logically.
  • Able to multitask in a fast pace environment
  • Ability to think creatively or “outside the box”.
  • Self-starter that takes the initiative to start and complete assignments without direct supervision.
  • Able to effectively work as a part of a team toward meeting department goals.
  • Considers and understands financial impact of decisions.


Education & Experience



  • High school diploma.
  • Strong computer skills with proficiency in MS Word, Excel and Outlook
  • Basic understanding of QuickBooks.
  • Basic understanding of Accounts payable process.


  • Construction background.
  • Understanding of Labor Compliance documentation and procedures.
  • Experience with OCIP / CCIP.

About the Company

TriMark R.W. Smith was established in San Diego in 1935 as a wholesale food service equipment and supply distributor serving San Diego County.  Currently, we have two distinct business lines including a  full-service turnkey supplier of food service supplies and equipment  and c ustom design/fabrication of controlled environment rooms .

Our Benefits Package:

Our total compensation package includes market competitive base salaries; bonus programs; and, employee benefits, which are available after 30 days of consecutive full-time employment (for hire dates 11/1/18 and after).  Our paid time off program includes paid vacation, sick leave and holidays. 

Additionally, TriMark R.W. Smith offers medical insurance with prescription drug coverage, dental, vision and life insurance programs; and 100% employer paid premium for long- term disability coverage. Full time employees are also eligible to participate in the Section 125 pre-tax premium plan, health and dependent care spending accounts and our pre- and post-tax 401(k) retirement savings plans.

TriMark R.W. Smith is an Equal Opportunity Employer – Minorities/Females/Individuals with Disabilities/Veterans.

TriMark R.W. Smith participates in  E-Verify , a service of DHS and SSA, where required. See the E-Verify notice in  English  or  EspaƱol .

TriMark R.W. Smith will consider all applicants in a manner consistent with the requirements of the Fair Chance Initiative.

If you are a qualified individual with a disability or a disabled veteran, you have the right to request an accommodation if you are unable or limited in your ability to use or access our Career Center as a result of your disability. To request assistance or an accommodation, please contact Human Resources at:

Only local applicants will be considered for this position.  Relocation costs are not covered by TriMark R.W. Smith.  

Employment with TriMark R.W. Smith may be contingent upon successfully complying with the Company's post-offer, pre-employment drug/alcohol screen, a background check, and a motor vehicle record pull.  Employees who either drive a company-owned vehicle or routinely drive their own vehicle while conducting business on behalf of the Company may be required to annually participate in our motor vehicle record pull, and to provide the Company with a copy of their driver's license and motor vehicle insurance.  

We provide a smoke-free and drug-free work environment. 

Third-party recruiters and agencies without a current signed contract should not respond to this  posting.

Apply Here!