Administrative Coordinator I

Administrative Coordinator I

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!