Administrative Project Coordinator

Project 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?

We believe transportation is more than movement, it's the foundation of connected, thriving communities. As part of HDR's Transportation Business Group, you'll help shape the systems that move people and goods safely, efficiently, and sustainably. From designing resilient highways and iconic bridges to advancing transit, passenger and freight rail, aviation, federal transportation ports and marine infrastructure, your work will directly support economic vitality, public safety, sustainable and resilient communities and quality of life. We bring together planners, engineers, architects, construction management staff, environmental, strategic communications, economists, management consultants and specialists across disciplines to solve complex mobility challenges with innovation, technical excellence, and a deep understanding of community needs. Whether you're modernizing aging infrastructure or pioneering next-generation transportation solutions, your contributions will help define the future of mobility. This isn't just a job, it's a chance to lead progress, drive meaningful impact, and leave a legacy of smarter, more connected transportation networks. We are all employee-owners at HDR, which is the foundation of our collaborative culture that connects employees around the world.

Summary: The project coordinator serves as an essential role in the success of project managers through organization and logistics management of various parts of a Transportation project. This includes assigning and monitoring daily project controls tasks, team communication, and developing systems and updates for the project manager and other team members.

This role is responsible for advancing project quality standards and serving as a liaison between project team members. The position provides exposure to management and critical company programs, offering opportunities for personal development and growth within the company.

Qualified candidates will proactively communicate with a broad employee network daily and demonstrate clear customer service and critical thinking skills. Strong execution and organizational skills are required. The candidate will be able to meet deadlines while managing several tasks at once.

Primary Responsibilities

In the role of Administrative Project Coordinator, we'll count on you to:

• Work with multiple Project Managers and multiple disciplines as needed.
• Coordinate with Project Managers and Project Accountants to assist with internal project approval preparation, coordinate with subconsultants to draft agreements, and coordinate completion of required HDR compliance forms.
• Assist Project Managers with a wide range of project activities including project budget tracking, project management plans, quality plans, safety plans, deliverable schedules, scheduling team meetings, and project closeout.
• Aid the project team with project documentation through typing, recording, formatting, and organizing project documents, reports, specifications, and correspondence.
• Create and maintain paper and electronic files and documents within specified software programs.
• Apply company quality assurance guidelines and procedures for project document management working with the project manager.
• Assist with coordination of meetings and presentations.
• Assist with expense reports and travel booking.
• Order and monitor insurance certificates.
• Perform other administrative duties as needed such as meeting scheduling and logistics coordination, license renewals, sponsorship and conference registration, Staffing Tool updates.

Preferred Qualifications

• High proficiency in Microsoft Word Formatting that includes Layout, Styles, Contents, Design, and Table of Contents.
• Possesses excellent interpersonal skills, with exceptional written and verbal communication abilities.
• Ability to calmly move the program requirements forward while managing competing demands, staying on time and prioritizing.
• Exceptional organizational, time management, and prioritization skills, with strong attention to detail.
• Ability to multi-task work and maintain a flexible schedule to meet tight deadlines when required.
• Self-starter willing to be proactive and think critically through assignments and activities.
• Ability to effectively teach and guide project managers, verifying they understand directions clearly and feel supported in their roles.
• A genuine willingness to research, process, analyze information, and present it in a clear and concise manner shows dedication and enthusiasm. This approach not only highlights your commitment but also makes your insights more engaging and accessible to others.
• Respecting and carefully handling confidential information with empathy and diplomacy.
• Skills in scheduling of importance among project managers, tasks, and business group demands, scheduling skills.
• Ability to effectively monitor and provide compliance with project control documentation requirements.
• Honesty, possessing high integrity, and dependability.

Required Qualifications

• Associate 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 Believe 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 (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.