Administrative Project Coordinator

About Us

At HDR, we specialize in engineering, architecture, environmental and construction services. While we are most well-known for adding beauty and structure to communities through high-performance buildings and smart infrastructure, we provide much more than that. We create an unshakable foundation for progress because our multidisciplinary teams also include scientists, economists, builders, analysts and artists. That's why we believe diversity is our greatest strength. HDR is proud to be an equal opportunity workplace and an affirmative action employer.

Watch Our Story:' https://www.hdrinc.com/our-story'

We believe that the way we work can add meaning and value to the world. That ideas inspire positive change. That coloring outside the lines can illuminate fresh perspectives. And that small details yield important realizations. Above all, we believe that collaboration is the best way forward.

Primary Responsibilities

• Answer and direct phone calls, greet visitors, read and route incoming mail, prepare outgoing mail/shipments, process expense reports.
• Schedule and coordinate in-person and virtual meetings, arrange and coordinate luncheons and/or special office/staff events
• Perform office duties such as ordering field/office supplies, maintain and control inventory, processing invoices and receipts
• Work with property management personnel as it pertains to creating service requests for maintenance and repairs
• Maintain fleet vehicle records such as maintenance and service, registration, and running telematics reports
• Provide support to the members of the leadership team, project managers, Human Resources, safety coordinators, and senior administrators
• Word processing and editing documents including; typing, revising and combining materials such as correspondence, reports, records, forms, meeting minutes, technical material, numerical data, tabular information from rough draft, corrected copy or previous versions
• Handle sensitive and confidential information with professionalism and discretion
• Assist Human Resources with New Hire Orientations
• Perform other duties as needed

• Type, format and organize project documents, reports, specifications and correspondence

• Prepare Subconsultant Agreements and Contracts

• Create and maintain paper and electronic files, as well as assist with project coordination of document controls

• Work with multiple Project Managers and project teams as needed

• Apply company quality assurance guidelines and procedures for project document management

• Assist with client invoicing, collections management and project budgeting, as well as backup assistance on coding and processing A/P, time sheets, and expense reports

• Conduct accurate contract documentation, administration and maintenance including fee and budget entry

• Coordinate the project accounting system within the department and work with technical staff to ensure compliance with contractual requirements

• Order insurance and monitor insurance certificates for clients and subconsultants

• Assist with project guides, project reviews, project invoices and expense reports as needed

• Manage contract documents, project documents, construction records and project-specific work control documents (e. g. procedures, forms and checklists) in accordance with established procedures

• Assist with audits of records, processes and quality control documents

• Perform other Accounting and Project Coordinator duties as needed

• High School diploma or equivalent

• Must be knowledgeable and proficient in MS Office Suite and various multimedia communication techniques and equipment, including video conferencing and social media channels

• Excellent verbal and written communication including grammar, punctuation, proofreading, spelling and telephone skills

• Flexibility and ability to prioritize and handle multiple tasks and various managers in a fast-paced environment

• Self-motivated, well-organized and detail-oriented

• Ability to handle confidential information

• An attitude and commitment to being an active participant of our employee-owned culture is a must

• Associates or Bachelor’s Degree preferred

• 5 years of experience in an administrative support role

• Knowledge of the A/E industry

• ProjectWise experience

Why HDR

At HDR, we know work isn't only about who you work for it's also about what you do and how you do it. Led by the strength of our values and a culture shaped by employee ownership, we network with each other, build on each other's contributions, and collaborate together to make great things possible. When you join HDR, we give you license to do the same. We help you take charge of your career, giving you multiple growth opportunities along the way.

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