Office Engineer

Job Title:

Office Engineer / Project Coordinator

Job Description

The Office Engineer / Project Coordinator provides day-to-day project coordination and administrative support for multiple projects within a State of Good Repair portfolio. This role supports project managers, construction managers, and key stakeholders by organizing project activities, maintaining accurate documentation, coordinating communication, and tracking project actions to keep projects aligned and on schedule. The position also contributes to document control, project reporting, and coordination across internal stakeholders, contractors, and third parties in a fast-paced project environment.

Responsibilities

* Provide day-to-day project coordination and administrative support across multiple projects within the delivery team portfolio.

* Support project managers, construction managers, and stakeholders in organizing and sequencing project activities.

* Schedule and coordinate meetings, including preparing agendas, distributing materials, and ensuring appropriate attendees are invited.

* Prepare clear and accurate meeting minutes, capture decisions, and maintain action item trackers with due dates and responsible parties.

* Maintain and update project calendars and schedules to reflect key milestones, meetings, and deliverables.

* Track action items and decisions to ensure follow-through and timely completion.

* Manage project correspondence, including emails and formal communications, to ensure proper routing, filing, and follow-up.

* Support onboarding and access coordination for project personnel, including setting up system access and ensuring adherence to project protocols.

* Maintain document control logs for Requests for Information (RFIs), submittals, permits, approvals, and correspondence.

* Maintain project files in the designated document management systems and SharePoint in compliance with established document management standards.

* Ensure electronic project files are organized, current, and compliant with documentation and audit requirements.

* Assist with the preparation of weekly and monthly status reports by gathering data, updating templates, and validating information.

* Support invoice tracking, including logging invoices, monitoring status, and coordinating with project controls and accounting teams as needed.

* Maintain change logs and provide project controls inputs to support cost and schedule tracking.

* Facilitate coordination among internal stakeholders, contractors, and third parties to help resolve project issues and maintain alignment.

* Prepare and maintain typical project deliverables such as meeting agendas, minutes, action item trackers, document logs, project schedules, and coordination logs.

* Support the preparation and maintenance of weekly and monthly reporting inputs to ensure timely and accurate reporting.

* Provide documentation and tracking support for contracts and related project records.

* Adhere to established project procedures and standards while escalating issues to project managers or leadership as appropriate.

* Collaborate with project teams to continuously improve documentation, coordination, and reporting processes.

Essential Skills

* 3-8 years of experience supporting construction, engineering, or transit projects.

* Demonstrated experience working in construction, construction management, or project engineering environments.

* Strong organizational skills with the ability to manage multiple tasks and priorities simultaneously.

* Strong written and verbal communication skills for preparing agendas, minutes, correspondence, and reports.

* Experience with document control systems, including use of designated document management platforms and SharePoint.

* Proficiency with Microsoft Office applications for documentation, reporting, and communication.

* Ability to manage multiple priorities in a fast-paced project environment while maintaining accuracy and attention to detail.

* Detail-oriented approach with strong follow-through to ensure completion of action items and documentation requirements.

* Ability to collaborate effectively with project managers, construction managers, stakeholders,…