Administrative Specialist /Project Coordinator

Job Description

Job Description

Benefits:

• Health insurance
• Paid time off
• 401(k)
• Training & development

Pacific Rim Environmental, Inc. (PacRim) is an environmental consulting firm based in Washington State. For more than 35 years, we have provided hazardous building materials consulting, environmental services, industrial hygiene, project design, and abatement project management for public and private clients throughout the Pacific Northwest. Our work includes building material surveys and testing, environmental assessments, project design and specifications, construction and abatement oversight, air monitoring, and related environmental consulting services. Our project teams work closely with clients, contractors, laboratories, and other consultants to manage projects from the initial request through completion.

We are seeking a highly organized and motivated Administrative Specialist / Project Coordinator to join our team. This position supports our project managers, field staff, Operations Manager, and company leadership with the day-to-day coordination and administrative work necessary to keep projects and the office running efficiently. The position is well-suited for someone who enjoys a variety of responsibilities, is comfortable working in a busy environment, and takes ownership of their work.

Position Overview
The Administrative Specialist / Project Coordinator provides administrative and operational support throughout the lifecycle of PacRim projects—from initial client requests and project setup through scheduling, invoicing, documentation, and project closeout. PacRim manages a high volume of projects, the successful candidate must be comfortable managing multiple priorities and deadlines while maintaining accurate records and communicating professionally with clients, project managers, field personnel, laboratories, subcontractors, and vendors. This position requires someone who is proactive, detail-oriented, dependable, and willing to step in where needed to support the team.

Essential Duties & Responsibilities for the Project Coordination & Administration

• Provide administrative and coordination support for multiple active environmental consulting projects simultaneously.
• Assist project managers with project setup, tracking, documentation, and closeout.
• Organize project information between clients, project managers, field personnel, laboratories, subcontractors, and vendors.
• Prepare and maintain project files, correspondence, reports, photographs, laboratory documentation, and other project records.
• Track contracts, client authorizations, purchase orders, project requirements, and outstanding documentation.
• Maintain organized electronic project files and ensure required documentation is properly maintained.
• Assist with project closeout documentation and record retention.
• Prepare meeting agendas, notes, and follow-up items when needed.
• Monitor project-related deadlines and assist project managers in keeping assignments and deliverables on schedule.
• Provide additional administrative support to project managers and field personnel as needed.

Office & Operations Support

• Assist the Operations Manager and company leadership with daily office operations.
• Coordinate calendars, meetings, staff schedules, and company events as needed.
• Assist with employee training and certification tracking.
• Coordinate travel arrangements, training registrations, conferences, and seminars.
• Maintain organized electronic company records and administrative files.
• Provide basic assistance with Microsoft Office, Teams, email, printers, conference room equipment, and other office technology, coordinating with outside IT support when necessary.
• Assist with ordering office and project supplies.
• Provide general administrative support to company leadership and staff as needed.

Qualifications

• Minimum of 3 years of administrative, project coordination, project assistant, or similar professional experience.
• Experience in environmental consulting, engineering, architecture, construction, professional services, or another project-based business is preferred but not required.
• Excellent organizational and time-management skills.
• Strong attention to detail and commitment to accuracy.
• Ability to manage multiple projects, priorities, and deadlines simultaneously.
• Strong follow-through and willingness to take ownership of assigned responsibilities.
• Professional written and verbal communication skills.
• Comfortable communicating directly with clients, consultants, contractors, vendors, and public agencies.
• Ability to work independently while also functioning effectively as part of a small, collaborative team.
• Strong problem-solving skills and willingness to ask questions when additional information is needed.
• Ability to handle confidential company, employee, and client information appropriately.
• Proficiency with Microsoft Office, particularly Excel, Word, Outlook, Teams, and PowerPoint .
• Experience with Adobe Acrobat and/or Bluebeam preferred.
• Experience with QuickBooks, QuickBooks Time, SharePoint, or similar project/accounting systems is a plus.
• Experience preparing proposals or supporting public-sector contracting is a plus.
• College degree or relevant professional training is preferred but not required.

What We Are Looking For
PacRim is a small company with a large and diverse project workload. Our employees work closely together, and everyone plays an important role in supporting our projects and clients.
The ideal candidate is someone who:

• Enjoys being busy and managing a variety of responsibilities.
• Is naturally organized and notices details others may miss.
• Takes initiative rather than waiting to be told every next step.
• Can shift priorities when an urgent client or field need arises.
• Communicates professionally and follows through on commitments.
• Is comfortable working with both technical professionals and administrative staff.
• Wants to learn about the environmental consulting industry and grow with the company.
• Values teamwork and is willing to help wherever needed.

Compensation
Hourly Range: $24.00–$28.00 per hour
The actual starting rate will be based on the candidate's experience, qualifications, skills, and ability to perform the responsibilities of the position. This is a full-time in office position.
Benefits
Pacific Rim Environmental offers a competitive benefits package that includes:

• Medical, Dental, and Vision insurance
• 401K after 1 year with employer. 
• Paid Vacation
• Paid Holidays   
• Accrued Sick Time
• Professional development and training opportunities

Equal Employment Opportunity
Pacific Rim Environmental, Inc. is committed to providing equal employment opportunities in its employment policies and practices. PacRim recruits, hires, trains, compensates, and promotes employees based on individual qualifications, experience, competence, and the requirements of the position without discrimination based on any status protected by applicable federal, Washington State, or local law.
Employment decisions regarding compensation, benefits, training, transfers, layoffs, return from layoff, and other terms and conditions of employment are administered consistently with PacRim's commitment to equal employment opportunity and applicable law.