Administrative Project Coordinator

Role Description

Grumman|Butkus Associates (GBA) is seeking a highly organized and proactive Administrative Project Coordinator to anchor the daily operations and project workflows of our Engineering team in our Hoboken office. This role is ideal for a highly organized professional who can manage schedules, track project activity, maintain documentation, and communicate effectively across teams. The Administrative Project Coordinator will play a key role in keeping projects and day-to-day office functions running smoothly, accurately, and on schedule.

Essential Duties and Responsibilities

Project Coordination

• Act as a central communication hub, keeping Project Managers, cross-functional team members, and clients actively informed of project statuses, upcoming milestones, and emerging issues.
• Facilitate project workflows from initiation through closeout, including: drafting proposals, tracking submittals/RFIs, and coordinating final report delivery.
• Maintain accurate client, contact, opportunity, financial, and project records in Deltek Vantagepoint.
• Leverage Microsoft Word to prepare, format, and maintain critical project files, QA documentation, and official issuance records in accordance with company compliance standards.

Calendar & Communication Management

• Streamline team schedules by managing shared calendars in Microsoft Outlook.
• Seamlessly coordinate virtual, hybrid, and in-person events via Microsoft Teams.
• Foster strong internal networks by communicating consistently with teams in other office locations to keep distributed projects aligned.

Administrative and Office Operations

• Maintain a consistent to 4-day-a-week in-office presence to effectively support local teams, manage physical workspaces, and coordinate operations.
• Provide proactive, high-level administrative support to a fast-paced, highly mobile project team.
• Serve as the primary point of contact for the Hoboken office, efficiently responding to staff, client, and visitor inquiries.
• Oversee daily office operations, including inventory and supply ordering, facility needs, and vendor coordination to ensure smooth workplace functioning.

Qualifications

•  3 years of experience in an Executive Assistant, Project Coordinator, or Administrative Assistant role.
• Strong organizational and administrative abilities, including documentation and record-keeping.
• Excellent verbal and written communication skills.
• Problem-solving and adaptability skills in technical and dynamic project environments.

Preferred Qualifications

• Background in supporting engineering, construction, or architectural projects. 
• Bachelor's Degree in Business Administration, Communications, or equivalent (Engineering degrees will not be considered).

Company Description

Grumman|Butkus Associates (GBA) is a nationally recognized consulting engineering firm specializing in mechanical, electrical, and plumbing (MEP) design and sustainability-focused energy consulting. For over 50 years, we have delivered innovative solutions that advance energy efficiency and high-performance building systems. From commissioning to MEP system upgrades, we partner with clients to advance resource conservation and engineering excellence nationwide.