Administrative Coordinator
Summary
Provide administrative support to project managers and leadership, including document management, contract coordination, and meeting logistics in an engineering/architecture firm.
At HDR, our employee-owners are fully engaged in creating a welcoming environment where each of us is valued and respected, a place where everyone is empowered to bring their authentic selves and novel ideas to work every day. As we foster a culture of inclusion throughout our company and within our communities, we constantly ask ourselves\: What is our impact on the world?
Watch Our Story\:' https\://www.hdrinc.com/our-story'
Each and every role throughout our organization makes a difference in our ability to change the world for the better. Read further to learn how you could help make great things possible not only in your community, but around the world.
At HDR, our employee‑ownership model shapes everything we do, including how we support and care for our people. Our diverse service lines, including Water, Architecture, Building Engineering Services, Field Services, Power, Waste, Industrial, and Transportation reflect our commitment to shaping resilient, sustainable, and forward‑thinking communities around the world. Across these disciplines, our teams design and deliver solutions that safeguard public health, enhance quality of life, power innovation, and drive responsible growth. Whether advancing clean water, creating healing and learning environments, engineering next‑generation facilities, or building the infrastructure that moves people and energy, our work is rooted in technical excellence and a shared sense of purpose. Our employee‑owners collaborate across specialties, combining creativity, precision, and deep expertise to solve the most complex challenges facing our clients and communities.
- This is an in-office position; Mon-Fri, 8-5pm
- Be quality conscious with the ability to balance multiple assignments in a fast-paced, team environment.
- A team-oriented approach and the ability to work with different personalities and professional styles is essential.
- The ability to listen to and understand customer expectations, take direction, and communicate effectively and on a timely basis is required.
- Responsible for assisting Area leadership and project managers with the following\:- Maintain accurate administrative files and document paperwork at the beginning and throughout the life of projects.- Works closely with multiple project managers to efficiently and accurately set up their projects and track that all initiation requirements are met. Attend and document meetings. Track documents and assist with report deliverables where necessary.- Prepares, organizes and assists with contracts and sub-contracts requires strong critical thinking skills.- Technical editing - requires a strong attention to detail, proficiency in MS Word, and the ability to understand the internal and external client need, and what is scoped. Determining consistency and clarity of style within technical reports. Able to perform editing and/or rewriting of technical reports, specifications, and documents for approval of author. Interacting with technical staff to clarify reports, meaning, format and style of work.- Work with PMs to ensure quality procedures are followed, and technical reviews for deliverable and milestones are completed, recorded and filed.
- Assist with and help coordinate meetings, presentations, order and set up lunches when needed.
- Exhibit professionalism with clients, guests and drop-in visitors
- General administrative support to assist meeting arrangements, travel coordination, expense reports, light accounting P-Card support, answering phones every 3rd or 4th week front desk lunch duty, and coverage in receptionist absence when needed
- Handle highly sensitive and confidential information with professionalism and discretion
- Public engagement support for comment tracking, public meeting planning and quarterly reporting
- Meet tight deadlines and be prepared to address last-minute modifications. Proofreads and edits documents for grammar, spelling, punctuation,
- May perform other miscellaneous tasks as requested
Preferred Qualifications\:
Excellent verbal and written communication skills.
Professional, self-motivated, well-organized and detail-oriented with the flexibility and ability to prioritize and handle multiple tasks in a fast-paced environment.
Ability to meet deadlines.
Knowledge of A/E industry desired