Administrative Project Coordinator

DescriptionAt 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:' ' 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.In the role of BES Administrative Project Coordinator, we'll count on you to: Create and maintain electronic filesOrder insurance and monitor insurance certificatesApply company quality assurance guidelines and procedures for project document managementAssist with and help coordinate meetings and presentationsExhibit professionalism with clientsWell-organized, detail-oriented, and demonstrated ability to communicate clearlyWork with multiple Project Managers and project teams as neededCoordinate the work of multidiscipline design teamsCoordinate workload through the entire project development to complete documents on schedule.Ensure product deliverables meet quality standards.Support project team members on the completion of documents, including supporting the formatting, word processing, editing and organization of project documents, reports and correspondenceCreate, develop, and edit PDF files, Word documents and templates, Excel spreadsheets and charts and PowerPoint presentations based on input from project team members. Other software may be used on a project specific basis.Provide administrative support during project execution including internal and external meeting coordination, maintaining accurate files from project kickoff through closeout, document control for incoming and outgoing documents, assisting project managers with project status updates/reports/invoices, assist with project guides, project reviews, and assisting with deliverable development and coordination.Coordinate communication between owners, architects, engineers, contractors, and subcontractors to keep the project aligned and on scheduleTechnical editing of deliverables. This generally consists of proofreading deliverables and working with technical staff to edit documents for format, clarity, consistency, grammar, spelling, and punctuation.Manage the documents, workflows, and communication that support project delivery during constructionEstablish a document filing, distribution, retrieval, and management system that provides for the identification of project records, and distribution, tracking, action notification and status reporting of items requiring iterative review and comment, response or signature to reach closure.Manage, log and route submittals and RFIs to A/E team and ensure they are reviewed and approved on timePrepare, distribute, and proofread/ format project specifications at each deliverable stage and during constructionAssist the Project Manager with Change Control and Risk ManagementResponsible for many different aspects of a projectWork under minimal supervision and meet compressed deadlinesDevelop project management plans and quality management plansCoordinate with the Project Manager, Accounting, Operational and Business Leadership for regular project reviewsPrepare, organize and coordinate contracts and sub-contracts; coordinate and monitor sub-contractor information such as quality management plans and deliverables.Assist with change orders, purchase orders, and procurement as neededCoordinate internal and external meetings and presentationsPerform other duties as neededPreferred QualificationsPrevious experience at an Architecture/Engineering firm is a plusPrevious experience in construction administration is a plusStrong desire to stay current with the trends of the fast-paced industryTechnical writing skillsProficiency with Bluebeam and Microsoft Outlook, Google Project Suite, Teams, Word and Excel. Experience with VisiSpecs, SpecsIntact or similar softwareMaintain project correspondence, transmittals, and an auditable document trail during constructionAdminister contracts, including issuing and maintaining contract documents, amendmentsApply knowledge of regulatory compliance, including permits, building codes, and quality standards#LI-EV1QualificationsRequired QualificationsAssociate degree in a closely related field or combination of education and relevant experience A minimum of 1 years related experience Proficiency in Microsoft Word and Excel An attitude and commitment to being an active participant of our employee-owned culture is a must What We BelieveHDR 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 CommitmentAs 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 (Asian Pacific, Black, Hispanic/Latino(a), LGBTQ+, People with Disabilities, Veterans, Women, Young Professionals) help create a sense of belonging and foster a supportive environment where everyone is empowered to engage and contribute. Each group has an executive sponsor and is open to all employees.Job Field: AdministrativeSchedule: Full-timeEmployee Status: Regular