Administrative Coordinator

About the role

This is an in-office position; Mon-Fri, 8-5pm

Responsibilities

• Be quality conscious with the ability to balance multiple assignments in a fast-paced, team environment.
• A team-oriented approach and the ability to work with different personalities and professional styles is essential.
• The ability to listen to and understand customer expectations, take direction, and communicate effectively and on a timely basis is required.
• Maintain accurate administrative files and document paperwork at the beginning and throughout the life of projects.
• Works closely with multiple project managers to efficiently and accurately set up their projects and track that all initiation requirements are met.
• Attend and document meetings.
• Track documents and assist with report deliverables where necessary.
• Prepares, organizes and assists with contracts and sub-contracts.
• Requires strong critical thinking skills.
• Technical editing - requires a strong attention to detail, proficiency in MS Word, and the ability to understand the internal and external client need, and what is scoped.
• Determining consistency and clarity of style within technical reports.
• Able to perform editing and/or rewriting of technical reports, specifications, and documents for approval of author.
• Interacting with technical staff to clarify reports, meaning, format and style of work.
• Work with PMs to ensure quality procedures are followed, and technical reviews for deliverable and milestones are completed, recorded and filed.
• Aid in preparing and organizing meeting materials and assist with presentations.
• Absorb and distribute meeting minutes.
• Assist with and help coordinate meetings, presentations, order and set up lunches when needed.
• Exhibit professionalism with clients, guests and drop-in visitors.
• General administrative support to assist meeting arrangements, travel coordination, expense reports, light accounting P-Card support, answering phones every 3rd or 4th week front desk lunch duty, and coverage in receptionist absence when needed.
• Handle highly sensitive and confidential information with professionalism and discretion.
• Public engagement support for comment tracking, public meeting planning and quarterly reporting.
• Meet tight deadlines and be prepared to address last-minute modifications.
• Proofreads and edits documents for grammar, spelling, punctuation.
• Perform other miscellaneous tasks as requested.

Qualifications

• Excellent verbal and written communication skills.
• Professional, self-motivated, well-organized and detail-oriented with the flexibility and ability to prioritize and handle multiple tasks in a fast-paced environment.
• Ability to meet deadlines.
• Knowledge of A/E industry desired.

Required Qualifications

• Associate degree in a closely related field or combination of education and relevant experience.
• A minimum of 1 years related experience.
• Proficiency in Microsoft Word and Excel.

Preferred Qualifications

• An attitude and commitment to being an active participant of our employee-owned culture is a must.