Operations & Administrative Coordinator

Job Description

Job Description

Benefits:

• Health insurance
• Opportunity for advancement
• Paid time off
• Vision insurance
• 401(k) matching
• Bonus based on performance
• Competitive salary
• Dental insurance

Position Summary
EG&R Engineering, PC is seeking a highly organized, proactive, and detail-oriented Operations & Administrative Coordinator to support the day-to-day operations of our growing engineering firm. This role will provide administrative and business support across office operations, accounting coordination, proposal preparation, recruiting administration, and other company initiatives.

The ideal candidate is an intelligent and resourceful professional who learns quickly, manages competing priorities effectively, and takes ownership of assignments from start to finish. This position offers broad exposure to the business side of an engineering firm and the opportunity to take on increasing responsibility as EG&R continues to grow.

Reporting Structure
This position reports to the Chief Operating Officer (COO) and will work closely with company leadership, project managers, engineers, and external business partners as needed.

Key Responsibilities

• Support the COO and company leadership with day-to-day administrative and business operations.
• Coordinate general office needs, supplies, vendors, incoming correspondence, records, and other administrative functions to help maintain an organized and efficient workplace.
• Assist with Accounts Payable and Accounts Receivable administration, including invoice tracking, vendor documentation, expense organization, payment support, and follow-up as directed.
• Support proposal preparation, including document coordination, formatting, assembling required information, tracking deadlines, and maintaining proposal and qualification materials.
• Provide administrative support for recruiting activities in coordination with EG&R’s recruiting resources
• Assist with employee onboarding and offboarding administration, personnel documentation, benefits-related coordination, and other HR administrative tasks as assigned.
• Coordinate meetings, calendars, internal communications, follow-ups, and action items as needed.
• Prepare and maintain spreadsheets, trackers, reports, and other tools used to support business operations.
• Assist with client, vendor, subcontractor, and business documentation, including W-9s, certificates of insurance, agreements, and other required records.
• Help track important deadlines, renewals, registrations, certifications, and other company compliance or administrative requirements.
• Identify opportunities to improve administrative workflows, organization, and efficiency and help implement practical solutions.
• Provide support for special projects and company initiatives as needs arise in a growing organization. 

Qualifications

• Bachelor’s degree preferred in Business Administration, Management, Finance, Accounting, Human Resources, Communications, or a related field.
• 2-5 years of experience in an administrative, operations, office management, business coordination, or similar role preferred.
• Strong organizational and time management skills with the ability to manage multiple priorities, deadlines, and follow-ups simultaneously.
• Excellent written and verbal communication skills and a professional communication style.
• High attention to detail, accuracy, and follow-through.
• Ability to learn quickly, exercise good judgment, solve problems, and work independently with appropriate direction.
• Proficiency with Microsoft Office, particularly Outlook, Word, and Excel, required.
• Experience supporting accounting, proposals, recruiting, HR administration, or professional services operations is a plus.
• Ability to handle confidential business and employee information with discretion and professionalism.
• Experience in an engineering, architecture, construction, consulting, or other professional services environment is a plus.
• Valid driver’s license may be required for site visits or project-related travel.

Core Competencies

• Organization and Follow-Through
• Multitasking and Prioritization
• Communication
• Time Management
• Attention to Detail
• Problem Solving
• Initiative and Ownership
• Adaptability and Quick Learning
• Professionalism and Discretion
• Process Improvement
• Team Collaboration