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Administrative Coordinator I

Administrative Coordinator I

CompanySyska Hennessy Group
LocationSan Francisco, CA, USA
Salary$48952 – $73428
TypeFull-Time
Degrees
Experience LevelMid Level, Senior

Requirements

  • High School Diploma or equivalent work experience; Associate/ Bachelor’s degree, a plus
  • 3-5 years of experience as an administrative professional
  • Proficient in Microsoft Office Suite including Outlook, Word, PowerPoint, and Adobe Acrobat & Reader; strong proficiency with excel required
  • Flexible to work overtime as needed

Responsibilities

  • Perform data entry, maintain project documents, and prepare reports for management as directed
  • Assist in the production of proposals, contracts, correspondence, etc.
  • Prepare transmittals and drawings for delivery via messenger, FedEx/USPS
  • Coordinate/maintain appointment calendars for external and internal meetings
  • Take and distribute minutes of meetings; arrange for catering of meetings
  • Make travel arrangements and coordinate itineraries as needed
  • Act as backup for other administrative team members during vacations
  • File and maintain files in accordance with company filing procedures
  • Process and track Submittals and Requests for Information (RFIs); knowledge of Newforma, Procore, or eBuilder is preferred but not required.
  • Input RFIs and Submittals into the tracking database and distribute them to the internal project team. Follow up with reviewers on pending RFIs and Submittals.
  • Work closely with Project Managers and team members to ensure deadlines are met and Construction Administration items are addressed on time.
  • Coordinate external (vendor) and internal Lunch and Learns (send calendar invites, place food orders, set up conference room and A/V equipment).
  • Assist Project Managers with tracking project commitments (drawing submittal dates, meeting minutes, etc.).
  • Enter and track proposals in our database; Salesforce experience is preferred but not required.
  • Attend client and internal meetings; prepare reports to track outstanding action items.
  • Serve as a liaison between the office/region and departments such as HR, Accounting, IT, and ETT to ensure team support.
  • Coordinate new hire desk setup (e.g., computer, supplies, office access).
  • Assist with formatting and editing project specifications.
  • Support the coordination and review of timecards.
  • Assist with Business Development (BD) activities.
  • Monitor project accounts receivable (AR) and follow up with clients as needed to expedite payment.
  • Maintain office supply inventory and replenish as necessary.
  • Coordinate site-specific in-house and client events.

Preferred Qualifications

  • Knowledge of Newforma, Procore, or eBuilder is preferred but not required.
  • Salesforce experience is preferred but not required.
  • Prior experience in the A/E/C industry is a plus!