Administrative Project Coordinator

About the role

At HDR, our employee-owners are fully engaged in creating a welcoming environment where each of us is valued and respected, a place where everyone is empowered to bring their authentic selves and novel ideas to work every day. Our employee-ownership model shapes everything we do, including how we support and care for our people. Our diverse service lines—Water, Architecture, Building Engineering Services, Field Services, Power, Waste, Industrial, and Transportation—reflect our commitment to shaping resilient, sustainable, and forward-thinking communities around the world.

In this role, you will collaborate across specialties, combining creativity, precision, and deep expertise to solve complex challenges for our clients and communities.

Responsibilities

• Create and maintain electronic files.
• Order insurance and monitor insurance certificates.
• Apply company quality assurance guidelines and procedures for project document management.
• Assist with and help coordinate meetings and presentations.
• Exhibit professionalism with clients.
• Work with multiple Project Managers and project teams as needed.
• Coordinate the work of multidiscipline design teams.
• Coordinate workload through the entire project development to complete documents on schedule.
• Ensure product deliverables meet quality standards.
• Support project team members on the completion of documents, including formatting, word processing, editing, and organization of project documents, reports, and correspondence.
• Create, develop, and edit PDF files, Word documents and templates, Excel spreadsheets and charts, and PowerPoint presentations based on input from project team members. Other software may be used on a project-specific basis.
• Provide administrative support during project execution, including internal and external meeting coordination, maintaining accurate files from project kickoff through closeout, document control for incoming and outgoing documents, assisting project managers with project status updates/reports/invoices, and assisting with deliverable development and coordination.
• Coordinate communication between owners, architects, engineers, contractors, and subcontractors to keep the project aligned and on schedule.
• Perform technical editing of deliverables, including proofreading and working with technical staff to edit documents for format, clarity, consistency, grammar, spelling, and punctuation.
• Manage the documents, workflows, and communication that support project delivery during construction.
• Establish a document filing, distribution, retrieval, and management system that provides for the identification of project records, and distribution, tracking, action notification, and status reporting of items requiring iterative review and comment, response, or signature to reach closure.
• Manage, log, and route submittals and RFIs to the A/E team and ensure they are reviewed and approved on time.
• Prepare, distribute, and proofread/format project specifications at each deliverable stage and during construction.
• Assist the Project Manager with Change Control and Risk Management.
• Develop project management plans and quality management plans.
• Coordinate with the Project Manager, Accounting, Operational, and Business Leadership for regular project reviews.
• Prepare, organize, and coordinate contracts and sub-contracts; coordinate and monitor sub-contractor information such as quality management plans and deliverables.
• Assist with change orders, purchase orders, and procurement as needed.
• Coordinate internal and external meetings and presentations.
• Perform other duties as needed.

Qualifications

Required

• Associate degree in a closely related field or combination of education and relevant experience.
• A minimum of 1 year of related experience.
• Proficiency in Microsoft Word and Excel.
• An attitude and commitment to being an active participant in our employee-owned culture.

Preferred

• Previous experience at an Architecture/Engineering firm.
• Previous experience in construction administration.
• Strong desire to stay current with industry trends.
• Technical writing skills.
• Proficiency with Bluebeam and Microsoft Outlook, Google Project Suite, Teams, Word, and Excel.
• Experience with VisiSpecs, SpecsIntact, or similar software.
• Ability to maintain project correspondence, transmittals, and an auditable document trail during construction.
• Experience administering contracts, including issuing and maintaining contract documents and amendments.
• Knowledge of regulatory compliance, including permits, building codes, and quality standards.

Benefits

• Comprehensive benefits package promoting employee ownership, health, performance, and success.
• Medical, dental, and vision insurance.
• Short- and long-term disability and life insurance.
• Employee assistance program.
• Paid time away, parental leave, and paid holidays.
• Retirement savings plan with employer match.
• Employee referral bonus and tuition reimbursement.
• Eight Employee Network Groups (Asian Pacific, Black, Hispanic/Latino(a), LGBTQ+, People with Disabilities, Veterans, Women, Young Professionals) to foster inclusion and belonging.

Pay

Illinois: $46,151.00 - $76,340.00 (depends on skills, experience, education, and geographical location).

Schedule

Full-time.

Locations

• United States-Illinois-Chicago
• United States-Illinois-Springfield
• United States-Indiana-Indianapolis
• United States-Illinois-Rosemont