Senior Administrative Project Coordinator (Resources)

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?We believe electricity powers modern life. As part of our Power sector, you’ll help shape how electricity is generated, transmitted and delivered as global energy demands grow. From massive data centers to modernizing transmission systems, our industry-recognized engineers and scientists have been at the forefront of grid transformation for more than a century. You’ll work side-by-side with these experts and contribute to reliable, resilient and sustainable power systems, helping communities thrive and industries expand. This isn’t just a job, it’s a chance to drive infrastructure forward, power innovation and leave your mark on our energy future.Watch Our Story:' ' In the role of Senior Administrative Project Coordinator (Resources), we'll count on you to provide advanced project coordination, resource management, and operational support for complex projects. Partners with project managers and leadership to oversee project reporting, financial administration, resource planning, process improvements, and project delivery functions while serving as a key resource for project teams.Core Project Coordination and CommunicationLead project coordination and administrative support activities for large, complex, and high-profile projects.Independently manage project documentation, deliverables, reports, specifications, correspondence, and presentations throughout the project lifecycle.Establish, maintain, and audit project filing systems to ensure compliance with HDR quality standards, client requirements, and document management procedures.Participate in project meetings, document key decisions and action items, and ensure timely follow-up and resolution of outstanding tasks.Serve as a primary administrative point of contact for project teams, clients, subconsultants, and internal stakeholders.Coordinate major project reviews, client meetings, workshops, presentations, and project startup activities.Oversee shared project email inboxes and communication workflows to ensure responsiveness and consistency.Manage project document transfers, submissions, and deliverables while maintaining version control and quality standards.Anticipate project needs and proactively identify solutions to support project delivery and team effectiveness.Mentor and provide guidance to junior administrative and project coordination staff.Project Reporting and Management SupportServe as a trusted resource to Project Managers by coordinating project execution activities and helping to manage project deliverables, schedules, and priorities.Develop and maintain project tracking systems for action items, milestones, deliverables, and performance metrics.Prepare and analyze project reports, dashboards, workload summaries, and management updates for project leadership.Monitor project performance indicators and identify risks, concerns, or trends requiring management attention.Coordinate project review meetings with Practice, Group, Area, and Operations Leadership and prepare supporting documentation.Lead administrative aspects of subconsultant coordination, including contract tracking, work authorization monitoring, invoicing support, and deliverable management.Support project startup, project closeout, and contract administration activities.Financial and Resource Management FunctionsPartner with Project Managers and Project Accountants to monitor project financial performance and support overall project health.Review project financial information for accuracy and assist in identifying budget, invoicing, or revenue recognition concerns.Lead preparation and coordination of project accruals, forecasting updates, and financial reporting requirements.Develop and maintain resource planning tools, utilization reports, staffing forecasts, and workload projections.Analyze staffing demands and recommend resource allocation solutions to leadership.Coordinate project setup and modifications within applicable business systems.Monitor project compliance requirements, insurance certificates, contract documentation, and client-specific administrative obligations.Provide guidance to project teams regarding project controls, financial procedures, and administrative best practices.Engineering and Project Delivery SupportCoordinate complex project deliverables and milestone submissions with multidisciplinary engineering teams.Support project managers and technical staff in developing project execution plans and delivery requirements.Lead administrative coordination for design submittals, Issued for Construction (IFC) packages, procurement documentation, and project record management.Review project documents for consistency, completeness, and compliance with quality management requirements.Serve as a subject matter resource for project administration processes, procedures, and systems.Support continuous improvement of project delivery processes across multiple business groups.Process Improvement and Standards DevelopmentLead the development, implementation, and maintenance of project coordination standards, procedures, and best practices.Identify operational inefficiencies and recommend process improvements that enhance project performance and administrative effectiveness.Partner with Business Class Leads, Project Managers, and Operations Leadership to implement standardized workflows and reporting tools.Develop training materials, job aids, and resource documentation for project teams and administrative staff.Support change management efforts related to new systems, procedures, and business initiatives.Analyze trends and data to recommend improvements to project reporting, resource planning, and project administration practices.Participate in office, area, and companywide initiatives focused on operational excellence and continuous improvement.a { text-decoration: none; }tr th, tr td { }tr th { }Preferred QualificationsBachelor's degree in Business Administration, Project Management, Communications, Finance, Engineering Technology, or a related field preferred.5+ years of experience in project coordination, project administration, resource management, operations support, or a related field.Advanced proficiency with Microsoft Office Suite, including Excel, Word, PowerPoint, Outlook, Teams, and reporting tools.Experience supporting project financial management, invoicing, budgeting, forecasting, accruals, and project reporting.Experience with resource planning, staffing coordination, utilization reporting, and workload forecasting.Experience working with ERP, project management, financial, or resource management systems such as SAP or similar platforms.Strong analytical skills with the ability to interpret project, financial, and resource data and make recommendations.Experience coordinating projects in an engineering, architecture, construction, consulting, or professional services environment.Required QualificationsDemonstrated ability to independently manage competing priorities across multiple projects and stakeholders.Proven ability to develop, improve, and implement administrative and operational processes.Strong business acumen and ability to partner effectively with project managers and operational leadership.Excellent communication, organization, and relationship-building skills.Ability to exercise sound judgment, discretion, and independent decision-making.QualificationsRequired QualificationsAssociate degree in a closely related field or combination of education and relevant experience A minimum of 3 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: PowerSchedule: Full-timeEmployee Status: Regular