Administrative Assistant - Project Coordinator

Overview

What Your Day Will Look Like:
We are seeking a highly capable, organized, and detail‑driven Administrative Assistant / Project Coordinator to support our Draper office and leadership team. This role is ideal for someone who takes pride in running a tight operation, anticipates needs before they arise, and consistently exercises sound judgment in a professional services environment. In this position, you will serve as a trusted administrative partner, ensuring smooth day‑to‑day office operations while supporting engineers and management with document control, project deliverables, and organizational workflows essential to transportation and infrastructure design projects.

The right candidate is proactive, discreet, and confident working with a high level of independence and responsibility. This role offers the opportunity to work closely with engineering and leadership teams, contributing to meaningful and impactful projects across the region.

• Administrative & Administrative Support – Prepare, review, and process expense reports accurately and on time; provide direct administrative and organizational support to office leadership; assist with prioritizing tasks, correspondence, and time‑sensitive items; support scheduling, coordination, and other administrative needs that keep teams operating efficiently.

• Project & Document Support – Assist in assembling project deliverables, proposals, and advertisement packages; organize, combine, format, and file QC documentation to ensure compliance with project requirements and funding obligations; perform thorough quality checks of documents to ensure accuracy, completeness, and consistency before submission; maintain well‑organized electronic project files in accordance with company standards.

• Office Coordination – Manage office and breakroom supplies to ensure the office remains stocked and functional; coordinate routine office needs such as printer readiness and general common‑area upkeep; support small office morale activities, including stocking the soda machine and coordinating Friday donuts or similar events.

• Client & Team Coordination – Occasionally coordinate with clients regarding advertisement packages or document submissions under guidance from project managers; serve as a reliable point of contact between engineers, leadership, and administrative processes.

• Technology, Reporting & Presentations – Utilize Microsoft Word, Excel, Outlook, Bluebeam, and Adobe Acrobat to create, edit, and manage documents; assist in preparing internal presentations for staff meetings, including updating charts, graphs, and spreadsheets tied to sales and operational performance.

• General Support – Maintain organized digital and physical filing systems; track fleet vehicles, equipment, and related documentation as needed; identify opportunities to improve administrative workflows and office processes; adapt to evolving priorities and assist with special projects as assigned.

• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook), Bluebeam, and Adobe Acrobat, with the ability to quickly learn new tools and workflows.
• Exceptional organizational skills and sharp attention to detail.
• Demonstrated ability to work independently, take ownership, and anticipate needs.
• Sound judgment and discretion when handling confidential or sensitive information.
• Clear, professional communication and interpersonal skills.
• Prior administrative experience in an engineering, consulting, or professional services environment preferred, but not required.

This office job primarily operates in a professional office and routinely requires the use of standard office equipment such as computers, phones, and copy machines. May occasionally be exposed to noise. While performing the duties of this job, physical demands may include constantly sitting, talking, hearing, repetitive motions, and occasional standing, moving, reaching, handling, grasping, feeling, and coordination. This job will rarely require lifting, carrying, pushing, and pulling up to 35 lbs.

We invest in us. Because our team members go above, below, and beyond the…