Administrative Project Coordinator

Administrative Project CoordinatorAt 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? 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.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.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 scheduleEnsure product deliverables meet quality standardsSupport 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 membersProvide 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 coordinationCoordinate communication between owners, architects, engineers, contractors, and subcontractors to keep the project aligned and on scheduleTechnical editing of deliverablesManage 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 closureManage, 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 deliverablesAssist with change orders, purchase orders, and procurement as neededCoordinate internal and external meetings and presentationsPerform other duties as neededPreferred Qualifications:Previous 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 ExcelExperience 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 standardsRequired Qualifications:Associate degree in a closely related field or combination of education and relevant experienceA minimum of 1 years related experienceProficiency in Microsoft Word and ExcelAn attitude and commitment to being an active participant of our employee-owned culture is a mustOur 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. We provide a comprehensive benefits package that promotes employee ownership, employee health, performance, and success, which includes medical, dental, vision, short and long-term disability, life insurance, an employee assistance program, paid time away, parental leave, paid holidays, a retirement savings plan with employer match, employee referral bonus and tuition reimbursement.The expected compensation range for this position depends upon skills, experience, education and geographical location. (Stated benefits are for full-time regular positions. Temporary and part-time roles eligible for limited benefits.) Illinois: $46,151.00 - $76,340.00Primary LocationUnited States-Illinois-ChicagoOther LocationsUnited States-Illinois-Springfield, United States-Indiana-Indianapolis, United States-Illinois-RosemontIndustryAdministrativeScheduleFull-timeEmployee StatusRegular BusinessClass : Marketing and AdminJob PostingAug 24, 2026