Project Coordinator/Administrator (On-site) - St. Louis, MO

Decima International is a professional services company providing project management and controls services to clients in the United States and the Middle East. Our mission is to become the premier professional services provider across all industry sectors we engage in. We approach each client engagement as a partnership, create an environment that attracts talented professionals, and regulate growth to maintain excellence in service standards.

About the role

We are seeking a motivated and skilled Project Coordinator/Administrator to join our team on a hyperscale data center construction site in St. Louis, Missouri. This role requires strong interpersonal, communication, and organizational skills, as well as the ability to work independently in a fast-paced environment. You will perform a wide variety of administrative, logistical, and support services for multiple stakeholders and team members.

Responsibilities

• Manage calendars and scheduling for multiple stakeholders and team members, including coordinating meetings, conference calls, appointments, and site activities across multiple time zones.
• Coordinate meeting logistics, including reserving meeting spaces, preparing agendas and materials, arranging audiovisual support, and ensuring all participants receive timely information.
• Coordinate meals, catering, and refreshments for meetings, site teams, client visits, and project events, including managing orders, deliveries, dietary requirements, and vendor communication.
• Handle incoming and outgoing site correspondence, including emails, phone calls, deliveries, and mail, ensuring professional communication and timely responses.
• Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, and detailed itineraries, ensuring cost efficiency and adherence to company policies.
• Support day-to-day site logistics for project personnel, visitors, clients, consultants, and contractors, including coordinating access, arrival details, workspaces, transportation, and other administrative requirements.
• Maintain organized filing systems for both digital and physical project documents to ensure easy retrieval and compliance with company and site standards.
• Prepare, take, and distribute accurate meeting minutes, tracking action items and following up as needed to support timely execution.
• Process and track invoices, receipts, travel expenses, catering costs, and other administrative expenditures, coordinating with vendors and internal teams as required.
• Monitor, order, and manage office and site supplies and inventory, ensuring adequate stock levels and coordinating with vendors when necessary.
• Maintain administrative databases, trackers, contact lists, calendars, and reports to support accurate and timely project coordination.
• Provide general administrative support to the site team, including document preparation, data entry, expense tracking, presentation development, and ad hoc administrative and logistical tasks as required.

Requirements

• Bachelor's degree or equivalent from a well-reputed university.
• 3+ years of progressive administrative experience, preferably in a professional services, construction, project-based, or client-facing environment.
• Advanced computer skills in MS Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams.
• Demonstrated competencies in communication, planning and organizing, flexibility and adaptability, customer service, problem assessment and problem-solving, attention to detail, and teamwork.
• Excellent interpersonal skills, strong logistics and coordination experience, and the ability to work effectively with all levels of internal management and staff, as well as external clients, contractors, suppliers, and vendors.
• Proven ability to manage calendars, meetings, travel arrangements, meals, and competing priorities for multiple stakeholders and team members.
• Proven experience developing reports, trackers, and presentations for different audiences.
• Prior experience in client-facing roles, with the ability to represent the organization professionally and confidently.
• Ability to work full-time, on-site in a fast-paced hyperscale data center construction environment.

Preferred Qualifications

• Experience in engineering, construction, data centers, technology, or a related professional services organization.
• Previous experience providing administrative and logistical support on a large-scale construction site or complex capital project.
• Experience working closely with executives, project leadership, clients, contractors, and multidisciplinary site teams.

Position Details

Location: On-site in St. Louis, Missouri
Classification: Salary-based full-time hours
Current work permit required. This position does not offer sponsorship for employment (e.g., H-1B visa sponsorship or transfer).

Productivity Tools

• Microsoft Office
• Microsoft 365