Administrative Coordinator

Job Description

Job Description

Position Overview

Seeking a detail-oriented and highly organized Administrative Coordinator to support our team of engineers, project managers, and field personnel. This role serves as the operational hub of the office, ensuring efficient management of projects, documentation, and communications while leveraging modern tools such as CRM systems and AI to enhance productivity.

Key Responsibilities

Administrative & Office Support:
- Answer and direct calls, emails, and correspondence
- Manage calendars, meetings, and scheduling for staff
- Maintain organized digital and physical filing systems
- Coordinate office operations and supplies

Engineering Project Support:
- Maintain project files, plans, permits, and reports
- Assist with reports, proposals, and submittals
- Track deadlines and documentation
- Assist with regulatory documentation

Project Coordination:

- Coordinate communication with clients and agencies
- Prepare meeting agendas and minutes
- Support project tracking and documentation status
- Assist with procurement tasks

Financial & Business Support:
- Assist with invoicing and timesheets
- Support accounts payable/receivable
- Maintain project records for billing

Marketing & Proposal Support:
- Assist with SOQs and proposals
- Maintain resumes and project profiles
- Coordinate proposal submissions

Systems & Technology

- Maintain CRM system for client tracking, proposals, and follow-ups
- Utilize AI tools (e.g., Copilot) to improve efficiency in document preparation, communication, and workflow management
- Support digital organization of project files and records
- Identify opportunities to streamline administrative and project workflows using technology

Qualifications

Required:
- 3–5 years of administrative experience
- Strong Microsoft Office skills
- Strong organization and communication skills
- Ability to multitask and meet deadlines

Preferred:
- Experience in engineering or construction environment
- Experience with CRM systems
- Familiarity with AI productivity tools
- Basic bookkeeping experience
- Experience with proposals or document control

How to Apply

Submit resume and a brief cover letter describing your experience and interest in the role.