Administrative Coordinator

Administrative Coordinator

Seattle, Washington, United States

$ 43.50 - 55.50 (US Dollar)

This is a remote role strictly for candidates within the United States.

Key Responsibilities:

1. Office Management:
   • Oversee daily office operations, ensuring a productive and organized work environment.
   • Manage office supplies inventory, including procurement, tracking usage, and maintaining stock levels.
   • Coordinate maintenance and repairs of office equipment and facilities, liaising with vendors as necessary.
2. Administrative Support:
   • Provide comprehensive administrative support to engineering teams, including scheduling meetings, managing calendars, and preparing technical documents and reports.
   • Draft, edit, and format correspondence, presentations, and project documentation.
   • Handle incoming and outgoing communications, including emails, phone calls, and mail, ensuring timely responses.
3. Project Coordination:
   • Assist project managers in planning, scheduling, and tracking project timelines and deliverables.
   • Maintain project documentation, including contracts, proposals, and meeting notes, ensuring accurate records are kept.
   • Collaborate with team members to gather project information and facilitate communication among stakeholders.
4. Meeting Coordination:
   • Organize and schedule internal and external meetings, including logistics such as venue booking, catering, and technology setup.
   • Prepare meeting agendas, take minutes, and distribute follow-up materials to ensure action items are tracked and addressed.
   • Coordinate site visits and project-related events, ensuring all necessary resources are available.
5. Data Management:
   • Maintain and update electronic and physical filing systems, ensuring all documentation is easily accessible and organized.
   • Assist in data entry and database management tasks related to projects and administrative functions.
   • Support the preparation and analysis of reports related to project performance, office operations, and resource allocation.
6. Compliance and Policies:
   • Assist in the implementation and enforcement of company policies and procedures related to administrative functions.
   • Ensure compliance with safety regulations and industry standards, especially in project documentation and reporting.
7. Client and Stakeholder Interaction:
   • Serve as a primary point of contact for clients, subcontractors, and vendors, addressing inquiries and facilitating communication.
   • Foster positive relationships with external stakeholders to enhance collaboration and project success.
8. Budget Management:
   • Support departmental budget tracking and management, assisting in expense reporting and invoice processing.
   • Collaborate with the finance department to ensure timely processing of payments and reimbursements.
9. Continuous Improvement:
   • Identify opportunities for process improvements and efficiencies within administrative operations.
   • Participate in training and professional development to stay current with industry practices and tools.

Qualifications:

• Education: Associates or Bachelors degree in Business Administration, Engineering, or a related field preferred; relevant experience may be considered.
• Experience: 3-5 years of experience in an administrative or coordination role, preferably in the engineering or construction industry.
• Technical Skills:
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management software (e.g., MS Project, Trello).
  • Experience with engineering software (e.g., AutoCAD, Revit) is a plus.
• Interpersonal Skills: Excellent communication and interpersonal skills, with the ability to collaborate effectively with diverse teams and stakeholders.
• Organizational Skills: Strong organizational and time management skills, with a keen attention to detail and the ability to multitask effectively.
• Problem-Solving: Analytical and problem-solving abilities, with a proactive approach to addressing challenges.

Working Conditions:

• Remote office environment with typical working hours; may require occasional overtime based on project demands.
• Some travel to project sites may be required

Job Types: Full-time

Pay: From $43.50 - $55.50 per hour

Schedule: Monday to Friday (8 hours daily)

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Vision insurance
• Health insurance
• Life insurance
• Paid time off

Work Location: Remote