Administrative Coordinator - AEC Experience Req'd

Key Responsibilities

• Provide comprehensive administrative support to leadership and multiple technical departments.
• Manage complex calendars, schedule meetings, coordinate appointments, and arrange travel.
• Aid in preparing reports, presentations, and materials for board and executive meetings.
• Cook up and distribute engineering and construction plan sets.
• Maintain electronic records by scanning, uploading, and organizing documentation within SharePoint and other document management systems.
• Process and route insurance claims and related documentation.
• Review accident reports and forward claims for processing when appropriate.
• Verify and reconcile purchasing card, fuel card, travel, and expense reimbursements.
• Process purchase requisitions, check requests, and wire transfer requests.
• Cook up registrations and logistics for conferences, training sessions, and industry events.
• Arrange travel authorizations, accommodations, registrations, and prepare post-travel expense reports.
• Aid in departmental budgeting and annual budget preparation.
• Maintain office supply inventory and coordinate purchasing as needed.
• Review, distribute, and prioritize incoming correspondence and departmental communications.
• Offer additional administrative support and special project assistance as assigned.

Qualifications

• 5+ years of progressively responsible administrative or office coordination experience.
• Previous experience supporting an engineering, construction, architecture, infrastructure, transportation, or other technical organization.
• Experience supporting multiple departments and senior-level leadership preferred.
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Excellent attention to detail and ability to handle confidential information professionally.
• Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
• Experience with Adobe Acrobat.
• Working knowledge of Microsoft SharePoint, OneDrive, and Microsoft Teams.
• Ability to quickly learn internal systems and document management platforms.
• Excellent written and verbal communication skills.
• Exceptional organizational and time management abilities.
• Strong interpersonal skills with the ability to build relationships across multiple departments.
• Self-motivated with the ability to work independently while collaborating effectively with cross-functional teams.
• Flexible, resourceful, and able to prioritize competing deadlines while maintaining accuracy and professionalism.