Administrative Project Coordinator

Grumman|Butkus Associates (GBA) is seeking a highly organized and proactive Administrative Project Coordinator to anchor the daily operations and project workflows of our Engineering team in our Hoboken office. This role is ideal for a highly organized professional who can manage schedules, track project activity, maintain documentation, and communicate effectively across teams. The Administrative Project Coordinator will play a key role in keeping projects and day‑to‑day office functions running smoothly, accurately, and on schedule.

• Act as a central communication hub, keeping Project Managers, cross‑functional team members, and clients actively informed of project statuses, upcoming milestones, and emerging issues.
• Facilitate project workflows from initiation through closeout, including: drafting proposals, tracking submittals/RFIs, and coordinating final report delivery.
• Maintain accurate client, contact, opportunity, financial, and project records in Deltek Vantagepoint.
• Leverage Microsoft Word to prepare, format, and maintain critical project files, QA documentation, and official issuance records in accordance with company compliance standards.

• Streamline team schedules by managing shared calendars in Microsoft Outlook.
• Seamlessly coordinate virtual, hybrid, and in‑person events via Microsoft Teams.
• Foster strong internal networks by communicating consistently with teams in other office locations to keep distributed projects aligned.

• Maintain a consistent 4‑day‑a‑week in‑office presence to effectively support local teams, manage physical work spaces, and coordinate operations.
• Provide proactive, high‑level administrative support to a fast‑paced, highly mobile project team.
• Serve as the primary point of contact for the Hoboken office, efficiently responding to staff, client, and visitor inquiries.
• Oversee daily office operations, including inventory and supply ordering, facility needs, and vendor coordination to ensure smooth workplace functioning.

• 3+ years of experience in an Executive Assistant, Project Coordinator, or Administrative Assistant role.
• Strong organizational and administrative abilities, including documentation and record‑keeping.
• Excellent verbal and written communication skills.
• Problem‑solving and adaptability skills in technical and dynamic project environments.

• Background in supporting engineering, construction, or architectural projects.
• Bachelor's Degree in Business Administration, Communications, or equivalent (Engineering degrees will not be considered).

Grumman|Butkus Associates (GBA) is a nationally recognized consulting engineering firm specializing in mechanical, electrical, and plumbing (MEP) design and sustainability‑focused energy consulting. For over 50 years, we have delivered innovative solutions that advance energy efficiency and high‑performance building systems. From commissioning to MEP system upgrades, we partner with clients to advance resource conservation and engineering excellence nationwide.