Administrative Coordinator, Contract Admin

About the role

WSB is a design and consulting firm specializing in various sectors including Transportation, Community Planning, Environmental, Energy, Municipal, and Construction services. We provide comprehensive solutions for the infrastructure that supports our daily lives. The Administrative Coordinator role within the Construction Contract Administration group plays a crucial part in ensuring smooth operations and accurate documentation.

Responsibilities

• Provide general administrative support to the Construction Contract Administration team.
• Perform electronic filing, archiving, scanning, and transcription; maintain accurate and organized documentation systems.
• Ensure reports are complete, including attachments and supplemental documentation, and follow processes through to final close-out.
• Contact internal and external stakeholders to obtain missing information, clarify discrepancies, and ensure report accuracy.
• Utilize SAP or similar enterprise systems for data entry, tracking, and reporting tasks.
• Coordinate multiple tasks and deadlines, maintaining accuracy in a fast-paced environment.
• Assist with special projects and administrative initiatives as assigned.
• May remain in stationary position for extended periods.

Requirements

• A high school diploma or GED.
• An associate degree in Business Administration, Office Management, or a related field is preferred.
• Minimum 2 years of administrative, office support, or related experience.
• Experience in construction, civil engineering, utilities, or damage prevention is highly preferred.
• Relevant industry or administrative certifications are a plus.
• Proficiency in Microsoft Suite Products (Outlook, Excel, Word, PowerPoint, SharePoint, OneDrive, etc.) at an intermediate level.
• Experience with SAP or similar enterprise resource planning systems is preferred.
• Ability to learn and adapt to new software tools and internal systems.
• Strong written and verbal communication skills.
• A high-energy, proactive work style with a willingness to learn and take on new projects.
• Exceptional attention to detail and organizational skills.
• Ability to multitask and prioritize competing deadlines.
• A customer-focused mindset with the ability to present information clearly to diverse audiences.

Qualifications

• High school diploma or GED required.
• Associate degree in Business Administration, Office Management, or related field preferred.
• Minimum 2 years of administrative, office support, or related experience.
• Experience in construction, civil engineering, utilities, or damage prevention highly preferred.
• Relevant industry or administrative certifications are a plus.
• Proficiency in Microsoft Suite Products (e.g. Outlook, Excel, Word, PowerPoint, SharePoint, OneDrive, etc.) at an intermediate level.
• Experience with SAP or similar enterprise resource planning systems preferred.
• Ability to learn and adapt to new software tools and internal systems.
• Strong written and verbal communication skills.
• A high-energy, proactive work style with a willingness to learn and take on new projects.
• Exceptional attention to detail and organizational skills.
• Ability to multitask and prioritize competing deadlines.
• A customer-focused mindset with the ability to present information clearly to diverse audiences.

Skills

• Microsoft Suite Products (Intermediate proficiency).
• SAP or similar enterprise resource planning systems.
• Attention to detail and organizational skills.
• Customer-focused communication skills.
• Ability to multitask and prioritize.

Benefits

• Medical insurance.
• Dental insurance.
• Vision insurance.
• Life insurance.
• Company-paid short-and long-term disability.
• 401K with match.
• Paid time off.
• Paid holidays.
• Tuition reimbursement.
• Professional growth and development opportunities.

Pay

Competitive compensation and benefits package, including medical insurance, dental insurance, vision insurance, life insurance, company-paid short-and long-term disability, 401K with match, paid time off, paid holidays, tuition reimbursement, and opportunities for professional growth and development.

Schedule

Full-time schedule with occasional extended hours to meet project deadlines. Travel or field visits may be required to support project needs or stakeholder collaboration.