Administrative Coordinator - AEC Experience Req'd

Senior Office Coordinator - Engineering

Salary: $55,000-$60,000 (temp to hire)

We are seeking an experienced Senior Office Coordinator to provide high-level administrative and operational support to multiple technical departments, including Engineering, Construction, Information Technology, Maintenance, and Transportation Planning. This individual will play a key role in keeping projects, documentation, communications, and departmental operations organized and running efficiently.

Candidates must have prior administrative experience supporting an engineering, construction, architecture, infrastructure, or similarly technical organization. Experience working in these industries is essential due to the technical nature of the work, documentation, and cross-functional coordination required.

Key Responsibilities

• Provide comprehensive administrative support to leadership and multiple technical departments.
• Manage complex calendars, schedule meetings, coordinate appointments, and arrange travel.
• Assist with preparing reports, presentations, and materials for board and executive meetings.
• Coordinate the printing, organization, and distribution of engineering and construction plan sets.
• Maintain electronic records by scanning, uploading, and organizing documentation within SharePoint and other document management systems.
• Process and route insurance claims and related documentation.
• Review accident reports and forward claims for processing when appropriate.
• Verify and reconcile purchasing card, fuel card, travel, and expense reimbursements.
• Review and process purchase requisitions, check requests, and wire transfer requests.
• Coordinate registrations and logistics for conferences, training sessions, and industry events.
• Arrange travel authorizations, accommodations, registrations, and prepare post-travel expense reports.
• Assist with departmental budgeting and annual budget preparation.
• Maintain office supply inventory and coordinate purchasing as needed.
• Review, distribute, and prioritize incoming correspondence and departmental communications.
• Provide additional administrative support and special project assistance as assigned.

Qualifications

• 5 years of progressively responsible administrative or office coordination experience.
• Required: Previous experience supporting an engineering, construction, architecture, infrastructure, transportation, or other technical organization.
• Experience supporting multiple departments and senior-level leadership preferred.
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Excellent attention to detail and ability to handle confidential information professionally.

Technical Skills

• Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
• Experience with Adobe Acrobat.
• Working knowledge of Microsoft SharePoint, OneDrive, and Microsoft Teams.
• Ability to quickly learn internal systems and document management platforms.

Professional Skills

• Excellent written and verbal communication skills.
• Exceptional organizational and time management abilities.
• Strong interpersonal skills with the ability to build relationships across multiple departments.
• Self-motivated with the ability to work independently while collaborating effectively with cross-functional teams.
• Flexible, resourceful, and able to prioritize competing deadlines while maintaining accuracy and professionalism.