Administrative Project Coordinator

The Administrative Project Coordinator provides support to Supervisors, Project Managers, and Staff to ensure projects run smoothly from start to finish. This may include initial project intake and data gathering, organizing and maintaining project documents, updating the digital database and ERP system, assisting in managing the project’s budget, invoicing, and scheduling. The Administrative Project Coordinator may also perform basic duties such as answering and setting up phone calls, meetings, and site visits and coordinating with team members about project details and working with vendors, clients, and others to determine and meet project expectations.

• Supports and assists Project Managers with tracking deadlines, resource allocation, budgeting, invoicing, and project schedules.
• Assists in the preparation of proposals, contracts, etc.
• Communicates with vendors, subcontractors, and clients.
• Greets visitors and handles all incoming calls.
• Processes survey and engineering requests including assistance with preparing quotes and communicating delivery times.
• Coordinates with various employees and teams related to operational support.
• Attends meetings and prepares and distributes minutes.
• Assists project teams with specifications, presentations, and reports as required.
• Organizes and maintains electronic and paper files.
• Delivers and receives documents from clients and government offices.
• Completes other typical administrative duties to ensure an effective and efficient office operation to include scanning, copying, filing, ordering supplies, producing spreadsheets, letters, memos and processing incoming and outgoing mail.

• High School Diploma or Associate degree required.

• Project Management Certification preferred.

• Experience utilizing a ERP (Enterprise Resource Planning) system preferred.
• Proficient in use of Microsoft Office software including Word, Excel, Outlook, Power Point, Teams, etc.
• Excellent interpersonal, organizational, and communication skills.
• Ability to manage multiple competing priorities and work independently.
• Experience working in an Engineering/Survey/Architectural firm a plus.