Senior Administrative Project Coordinator - Architecture

About the role

This role is within the Architecture practice at HDR, a company dedicated to making great things possible through design and innovation. The Senior Administrative Project Coordinator supports the Raleigh office with both administrative and project coordination tasks.

Responsibilities

• Assist leadership with executive administrative support and prepare operating plans and special reports.
• Execute electronic signatory procedures for contracts, proposals, and business forms.
• Maintain a record of assigned workstations and coordinate with the IT team during staff relocation.
• Manage communications, including SharePoint site, scheduling, and preparing materials for meetings.
• Aid in the coordination of internal staff events.
• Oversee reception desk coverage and ensure back-up for other administrative team members.
• Participate in monthly meetings with area leadership.
• Support Principals with administrative tasks such as scheduling and coordinating Studio Meetings, supporting Studio Design Series, spearheading events to support Studio Culture, and managing Studio Purchase Card and Incidental Requisitions.
• Exhibit professionalism with clients (internal and external).

Project Coordinator Responsibilities

• Work with multiple Project Architects to organize, process, and follow up on Construction Administration tasks via Newforma software.
• Help track Construction Administration processes, subconsultant RFI and Submittal responses, and help administer timely return of all correspondences to the Contractor/Owner.
• Apply company quality assurance guidelines and procedures for project document management.
• Work with multiple Architecture Project Managers and project teams as needed.
• Act as Quality Coordinator for (2) North Carolina offices (Raleigh and Charlotte), including scheduling ongoing project reviews, managing documentation of said reviews, scheduling, assigning reviewers, and documenting quarterly quality review checks.
• Assist Project Manager with a variety of project development, initiation, planning, execution, and closeout activities.
• Create and maintain paper and electronic files.
• Order insurance and monitor insurance certificates.
• Facilitate subconsultant procurement process.
• Assist with and help coordinate meetings and presentations.
• Support Principals with administrative tasks such as scheduling and coordinating Studio Meetings, supporting Studio Design Series, spearheading events to support Studio Culture, and managing Studio Purchase Card and Incidental Requisitions.
• Exhibit professionalism with clients (internal and external).

Qualifications

• A minimum of 7 years related experience.
• Previous professional experience in the Engineering, Architecture, or Construction industry in a similar capacity.
• Comfortable handling confidential information.
• Excellent written and verbal communication skills.
• Solid interpersonal skills.
• Strong time management skills and ability to prioritize.
• Highly organized with exceptional attention to detail.
• US Citizenship is required.
• A minimum of 3 years related experience.
• Proficiency in Microsoft Word and Excel.
• An attitude and commitment to being an active participant of our employee-owned culture is a must.