Administrative Coordinator

Job Description

Job Description

Carrier Johnson + Culture is an international architecture, interior design, landscape architecture and planning firm with over 70 professionals creating individualized solutions for the built environment. Founded in 1977, we have over 45 years of success designing worldwide.

We are seeking a highly organized, proactive, and service-oriented Administrative Coordinator to provide support across multiple departments, including Operations, Accounting, and Project Management. This position plays a key role in ensuring the smooth day-to-day functioning of the firm by coordinating administrative processes, supporting project administration, assisting with financial workflows, and contributing to a positive employee experience.

The ideal candidate is a strong administrator who thrives in a fast-paced environment, enjoys managing a variety of responsibilities, and takes pride in anticipating needs, solving problems, and delivering exceptional internal customer service.

Essential Responsibilities

Project & Accounting Administration

• Provide administrative support to Principals and Project Managers in creating Project Plans within Deltek Vantagepoint.
• Assist the Contracts Specialist and Controller with transferring Labor Plans when additional services are awarded.
• Support the Consultant Payable Specialist during project closeout activities, including auditing consultant retention invoices and related documentation.
• Assist with project-related administrative tasks as needed to support project teams and accounting workflows.

Operations & Administrative Support

• Coordinate domestic and international travel arrangements for employees.
• Register employees for conferences, seminars, continuing education programs, and professional events.
• Assist in planning and coordinating internal meetings, employee events, firm celebrations, and client functions.
• Support the onboarding process by:
• Coordinating building access and parking arrangements.
• Preparing workstations and new hire materials.
• Scheduling onboarding activities.
• Coordinating logistics to ensure a seamless first-day experience.
• Provide general administrative support to the Operations department, including special projects and process improvements.
• Maintain accurate records, track deadlines, and ensure administrative tasks are completed in a timely manner.

Qualifications

• Previous administrative experience in a professional office environment required.
• Experience supporting multiple managers or departments preferred.
• Experience within the architecture, engineering, construction, or professional services industry is a plus.
• Proficiency with Microsoft Office Suite; experience with Deltek Vantagepoint or similar ERP software is a plus.
• Demonstrated ability to learn new software and systems quickly.

Knowledge, Skills & Abilities

The successful candidate will demonstrate:

• Exceptional organizational and time management skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities simultaneously while meeting deadlines.
• Excellent written and verbal communication skills.
• Outstanding customer service and interpersonal skills.
• A proactive approach with the ability to anticipate needs and solve problems independently.
• Sound judgment, professionalism, and discretion when handling confidential information.
• Flexibility and adaptability in a dynamic, team-oriented environment.
• Ability to collaborate effectively with employees at all levels of the organization.
• A positive attitude and willingness to assist wherever needed.

What Success Looks Like

Success in this role means becoming a trusted resource for Operations, Accounting, and Project Teams by ensuring administrative processes run efficiently, projects receive timely support, and employees have the resources they need to be successful. The Administrative Coordinator is someone who stays one step ahead, communicates proactively, and contributes to an exceptional employee and client experience through organization, reliability, and attention to detail.