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Administrative Coordinator I
Company | Syska Hennessy Group |
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Location | San Francisco, CA, USA |
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Salary | $48952 – $73428 |
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Type | Full-Time |
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Degrees | |
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Experience Level | Mid Level, Senior |
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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!