Administrative Coordinator

Administrative Coordinator

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? Each and every role throughout our organization makes a difference in our ability to change the world for the better. Our diverse service lines 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.

We are seeking a proactive, highly organized Administrative Coordinator to provide comprehensive administrative support across the MN/WI Area. This role serves as a key resource for Area leadership, business groups, and employees by coordinating meetings and events, managing communications and SharePoint content, supporting operational processes, and delivering exceptional administrative service across multiple office locations. The ideal candidate thrives in a fast-paced environment, demonstrates strong attention to detail, effectively manages multiple priorities, and takes a collaborative, customer-focused approach to supporting the success of the MN/WI Area and its teams.

This is a full-time position based on site in our St. Louis Park, MN office.

Responsibilities

• Lead coordination and organization of in-house, client, and Area-Wide meetings and events, including ordering food and beverages and coordinating logistics for meeting and event organizers
• Coordinate and support Area employee engagement activities, including All Staff meetings, recognition events, retirement celebrations, leadership visits, and other special events
• Assist the Area Administrative Manager, Area Manager and Human Resources with executive administrative support, leadership meeting and event coordination and support, preparation of operating plans, reports, presentations, and other materials as requested
• Coordinate and develop departmental administrative policies and procedures
• Serve as the primary area timecard administrator, assisting employees with the submission, approval and administration of timecards
• Produce and distribute communications through email, SharePoint, presentations, and other Area initiatives
• Develop, format, and edit letters, memos, reports, organizational charts, labels, and other business documents as requested
• Utilize Adobe InDesign and other design tools to create and update branded communication materials, event signage, and wayfinding resources
• Provide administrative support to all business groups and offices throughout the MN/WI Area as needed
• Coordinate business card requests and orders in accordance with company branding standards
• Manage and maintain the food management system and support process improvements related to meeting and event coordination
• Assist and coordinate with other administrative staff to complete required support activities
• Serve as a back up to the primary receptionist; answer and direct phone calls, deliver messages, and greet employees and visitors
• Provide guidance to employees as necessary
• Perform other duties as needed

Preferred Qualifications

• Associate's degree in Business Administration, Communications, Marketing, or a related field
• 3 or more years of administrative, office coordination, or executive support experience in a professional environment
• Experience supporting multiple teams, departments, or office locations
• Experience coordinating meetings, events, and employee engagement activities
• Experience with SharePoint content management and administration
• Proficiency with Microsoft Office Suite, including advanced PowerPoint skills
• Experience with workflow and project management tools such as Asana, Smartsheet, or similar platforms
• Experience with Adobe InDesign or other graphic design software preferred

Required Qualifications

• High School diploma or equivalent
• Excellent verbal and written communication including grammar, punctuation, proofreading, spelling and telephone skills
• Flexibility and ability to prioritize and handle multiple tasks and various managers in a fast-paced environment
• Self-motivated, well-organized and detail-oriented
• Ability to handle confidential information
• Proficiency with MS Office including Word and Outlook

An attitude and commitment to being an active participant of our employee-owned culture is a must.

HDR is our company. Together, we build on each other's life experiences and perspectives to make great things possible every day. This shapes our collaborative culture, encourages organizational trust and connects us closer to the clients and communities we serve.

Our Commitment As employee owners, we all have a role in creating an inclusive environment where each of us is welcomed, valued, respected, and empowered to bring our authentic selves to work every day. Our eight Employee Network Groups help create a sense of belonging and foster a supportive environment where everyone is empowered to engage and contribute.

We provide a comprehensive benefits package that promotes employee ownership, employee health, performance, and success, which includes medical, dental, vision, short and long-term disability, life insurance, an employee assistance program, paid time away, parental leave, paid holidays, a retirement savings plan with employer match, employee referral bonus and tuition reimbursement.

The expected compensation range for this position depends upon skills, experience, education and geographical location. Minnesota: $27.97 - $34.08