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.

The primary role of this position is to support project managers by ensuring their projects are compliant with HDR’s Quality Management System (QMS) and by providing project administrative and assistant project manager support.

Primary Responsibilities

Typical responsibilities will include the following:

• Work with project managers to ensure 100% compliance with the requirements of HDR’s QMS. The project coordinator will need to: gain a full understanding of the QMS program; be able to accurately explain the requirements to project managers; and be responsible for project review meeting scheduling, document preparation, participation, and follow-up.
• Work with project managers to efficiently set up their projects including creation of project folders, developing Project Management Plans, creating project specific QMS workbooks, loading QA and QC deliverables and dates into HDR’s project management software, setting up project mailboxes, and setting up project review and kickoff meetings.
• Provide administrative support during project execution including meeting coordination, travel coordination, expense report development, maintaining accurate files from project kickoff through closeout, document control for incoming and outgoing documents, assisting project managers with project status updates/reports/invoices, and assisting with deliverable development and coordination.
• Coordinating all aspects of meetings including sending Outlook invitations, finalizing and distributing electronic materials, printing handouts, attending meeting and capturing meeting minutes.
• Interface with HDR’s project management software to perform select deputy project management activities including updating project completion status, updating task start/end dates, downloading project cost reports, recording completion of QA and QC meetings, and similar activities.
• Technical editing of deliverables. This generally consists of proofreading of deliverables and working with technical staff to edit documents for format, clarity, consistency, grammar, spelling, and punctuation.
• Communicate clearly and effectively with both internal and external clients regarding project inquiries or department procedures/requirements.
• All other duties as assigned
  
  

• Associate degree in a closely related field; Bachelors’ degree preferred
• A minimum of 1 year related experience. Previous experience at an A/E firm a plus
• Demonstrated capability in technical editing of project deliverables (i.e., technical reports, memorandums, procurement specifications)
• Individual must be quality conscious, team-oriented, and flexibility as needed to work with different personalities and meet tight deadlines.
• High attention to detail, strong organizational skills, and ability to multi-task.
• Strong oral and written communication skills including ability to listen and understand internal customer expectations.
• Proficiency with Adobe/Bluebeam and Microsoft Outlook, Word and Excel is required. Proficiency with Microsoft Project, Microsoft Power Point, and Bentley ProjectWise is preferred.
• An attitude and commitment to being an active participant of our employee-owned culture is a must.