Administrative Coordinator

Job Description

Job Description

Company Description

We are Olsson. We engineer and design solutions that improve the world around us. As a company, we promise to always be responsive, transparent, and focused on results – for our people, our clients, and our company.

We're a people-centric firm, so it's no surprise our greatest asset is our people. The impact this creates is an environment that encourages our people to grow and be creative with their talents. This approach builds a culture that is uniquely Olsson. It allows us to grow our people as we grow our business. This, in turn, creates a lasting impact on the world around us.

Job Description

We are seeking a detail-oriented and organized Administrative Coordinator to provide essential office and team support at our Oklahoma City field office location, ensuring smooth day-to-day operations for our Field Service teams. This role supports front desk operations, including greeting visitors, managing incoming calls, and assisting with general reception duties. The ideal candidate is proactive, thrives in a dynamic environment, takes ownership of operational tasks, and builds strong connections across teams.

Key responsibilities include managing routine correspondence, responding to inquiries from internal staff and external clients, directing communications to the appropriate departments, and assisting with general office coordination. Proficiency with tools and platforms such as SharePoint, Google Workspace, Deltek, Smartsheet, Microsoft Word, and Excel is preferred.

Responsibilities: 

• Providing administrative support to our Field Service teams, including scheduling, documentation, and communication.  
• Support front desk operations: greet visitors, manage calls, prepare mail, and maintain a welcoming office environment.
• Serve as the central point of contact for administrative support across multiple service teams.
• Manage calendars, coordinate meetings, and assist with project logistics. 
• Maintain and organize documentation using platforms like SharePoint, Smartsheet, Deltek, and Google Workspace.
• Facilitate communication between technical teams, clients, and internal departments. 
• Prepare reports, update project records, and support data accuracy across systems. 
• Occasionally drive to off-site locations for pickups, deliveries, or client-related errands.
• Schedule and organize meetings, travel, and team activities; manage logistics for events and trainings.
• Create and manage project folders, permissions, and documentation using platforms such as SharePoint, Smartsheet, Deltek, and Google Workspace.
• Administer agreements (NDAs, MSAs) and ensure compliance with established standards and procedures.
• Respond to non-routine or confidential inquiries with professionalism and appropriate correspondence.
• Coordinate expense reporting and reconciliation; assist with general office support as needed.

You are passionate about:

• Working collaboratively with others. 
• Having ownership in the work you do. 
• Using your talents to positively affect communities. 

What you bring to the team:

• A passion for collaboration, organization, and making a positive impact. 
• Associate degree in business or related field preferred. 
• 3+ years of experience in an administrative or office coordination role. 
• Proficiency in Microsoft Office Suite, Google Workspace, SharePoint, Smartsheet, and Deltek (or similar platforms). 
• Strong verbal and written communication skills with a proven ability to deliver exceptional customer service.
• Strong attention to detail and ability to manage multiple priorities. 
• Ability to build trusted relationships across teams and with clients. 
• Problem-solving skills and a proactive approach to challenges. 
• Physical requirements include the ability to lift and transport up to 30 pounds.

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Additional Information

Olsson specializes in engineering and design, client advisory services, planning, field services, and environmental. Improving the world has been our mindset from the very beginning, back when Olsson first opened for business in 1956. And it will be our mindset for years to come.

As an Olsson employee, you will:

• Receive a competitive 401(k) match
• Be empowered to build your career with tailored development paths
• Have the possibility for flexible work arrangements
• Engage in work that has a positive impact on communities
• Participate in a wellness program promoting balanced lifestyles

In addition, full-time employees will receive our traditional benefits package (health care, vision, dental, paid time off, etc.) and the opportunity to participate in a bonus system that rewards performance.

Olsson is an Equal Opportunity Employer. We encourage qualified minority, female, veteran, and disabled candidates to apply and be considered for open positions. We do not discriminate against any applicant for employment or any employee because of race, color, religion, national origin, sex, sexual orientation, gender identity, gender, disability, age, military status, or other protected status.

Olsson understands the importance of privacy and is committed to protecting job applicants' personal information. Pursuant to the California Consumer Privacy Act, as amended by the California Privacy Rights Act (collectively, the "CCPA"), this notice explains Olsson's practices regarding the collection, use, and disclosure of personal information for job applicants residing in California. Please read this Notice carefully to understand our privacy practices.

For more information about the types of information we collect and how we use it in connection with your general access and use of our website, please review our general California Privacy Notice here.