What are the responsibilities and job description for the Administrative Coordinator position at DesignGroup?
Description
At DesignGroup, you can expect to make a difference through your work, to have a direct impact on the achievement of a meaningful mission, and to have ample space for fun and balance in your daily life. We know that our mission requires incredible talent, mutual respect, a collaborative approach and teamwork all of which are incredibly important things to us.
We’re looking for an Administrative Coordinator who is energized by variety and thrives on making things happen. It’s a chance to contribute to a mission-driven design firm and grow alongside a team that values innovation and impact. In this role, you’ll work closely with Directors, Principals, HR, and Project Managers to manage a wide range of tasks and general organizational activities. The ideal candidate is proactive, highly organized, detail-oriented, and comfortable managing multiple priorities in a fast-paced, deadline-driven setting
Essential Duties and Responsibilities include the following, but are not limited to:
Leadership Administration
Experience/Skills and Abilities
At DesignGroup, you can expect to make a difference through your work, to have a direct impact on the achievement of a meaningful mission, and to have ample space for fun and balance in your daily life. We know that our mission requires incredible talent, mutual respect, a collaborative approach and teamwork all of which are incredibly important things to us.
We’re looking for an Administrative Coordinator who is energized by variety and thrives on making things happen. It’s a chance to contribute to a mission-driven design firm and grow alongside a team that values innovation and impact. In this role, you’ll work closely with Directors, Principals, HR, and Project Managers to manage a wide range of tasks and general organizational activities. The ideal candidate is proactive, highly organized, detail-oriented, and comfortable managing multiple priorities in a fast-paced, deadline-driven setting
Essential Duties and Responsibilities include the following, but are not limited to:
Leadership Administration
- Supports leaders with coordination of calendars, projects, and assorted items as needed.
- Provide dependable, proactive, and professional administrative support to our leaders and staff.
- Prepare, proofread, and format correspondence, reports, presentations, and proposals, ensuring accuracy and alignment with firm standards.
- Act as a liaison between leadership and internal teams, ensuring priorities, initiatives, and deadlines are communicated.
- Organize leadership participation in industry events, conferences, and speaking engagements while coordinating transportation, lodging, itineraries, and related expense tracking.
- Coordinate with other administrative staff to maintain consistency of office standards across geographies.
- Support HR with onboarding logistics, orientation scheduling, and preparation of new hire materials
- Plan and coordinate internal events, client gatherings, and business development activities.
- Assist with daily administrative needs while managing our company’s general organizational activities.
- Perform multiple tasks and provide customer service to both internal and external customers.
- Work closely with Project Managers to execute contracts and agreements on behalf of the Healthcare Market Leader and coordinate with clients and consultants for signatures and approvals.
- Attend internal and external project meetings; prepare agendas, record minutes, update action logs, and distribute documentation.
- Assist with administration of all project phases, completing a variety of tasks specific to each phase. i.e. contracts, meeting notes, sign-in sheets, logging shop drawings, RFI’s, and submittals
- Edit and format specifications to meet project requirements; compile and issue final specification packages to clients.
Experience/Skills and Abilities
- Education: High School Diploma required; Associate’s or Bachelor's degree preferred.
- Experience: 5 years in administrative and project coordination roles; prior experience in architecture, engineering, or construction preferred.
- Technical Skills:
- Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) proficiency
- Adobe Acrobat required; InDesign a plus
- Experience with project/ accounting systems is preferred
- Professional Skills:
- Excellent organizational, time management, and multitasking abilities
- Strong written and verbal communication skills
- Discretion in handling sensitive information
- Ability to interpret and analyze project and financial data