Administrative Coordinator

Our dynamic work environment provides the optimal setting to take your engineering career to the next level. From our supportive culture, diverse workforce, and competitive compensation to our flexible work schedules and fun social events, it is everything you will need for an exciting, challenging, and rewarding career.

We currently have an exceptional opportunity for a self-motivated Administrative Coordinator I to join our office in New York, NY. The ideal candidate will be able to maintain confidentiality both internally and externally. The candidate will possess strong organizational and communication skills.

• As an Administrative Coordinator I, you will have a full range of administrative responsibilities for projects assigned including adherence to administrative standards and processes.
• You will establish and maintain excellent working relationships and respond to requests in a timely manner while utilizing the resources and best practices of our administrative division.

• 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, Fed Ex/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.
• Perform data entry, maintain project documents, and prepare reports for management as directed.
• 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.).
• Assist in the production of proposals, contracts, correspondence, and other documentation.
• Enter and track proposals in our database;
  Salesforce experience is preferred but not required.
• Prepare transmittals and package drawings for delivery via messenger, Fed Ex, or USPS.
• Coordinate and maintain appointment calendars for both external and internal meetings.
• Take and distribute meeting minutes; arrange catering as needed.
• Make travel arrangements and coordinate itineraries.
• Provide backup support for other administrative team members during absences.
• File and maintain records in accordance with company procedures.
• 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.
• Prior experience in the A/E/C industry is a plus!
• Coordinate site-specific in-house and client events.