Administrative Project Coordinator

The primary role of this position is to drive compliance with HDR’s Project Management Office (PMO) and Quality Management System (QMS) and provide administrative project support to project managers and technical staff.

• 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.
• Coordinating all aspects of Project Review Meetings including sending Outlook invitations, finalizing and distributing electronic materials, printing handouts, attending meeting and capturing meeting minutes.
• Conduct independent, routine reviews of open projects to identify scope, schedule, or budget concerns and coordinate additional meetings and discussion with project managers, the Business Group manager, accounting, and others, as necessary.
• Interface with clients and subconsultants on the negotiation, execution, and coordination of contract agreements, insurance documentation, and project administration.
• Provide administrative support during project execution including meeting coordination, 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.
• 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 followup.
• 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.

• Individual must be quality conscious, teamoriented, and have flexibility as needed to work with different personalities to meet tight deadlines.
• Bachelor’s degree in engineering, Business, or a closely related field.
• High attention to detail, strong organizational skills, and ability to multitask.
• Proficiency with Adobe/Bluebeam and Microsoft Outlook, Teams, Word and Excel are required. Proficiency with Microsoft Project, Microsoft Power Point, and Bentley ProjectWise is preferred.
• Previous experience at an A/E firm a plus.
• Communicate clearly and effectively with both internal and external clients regarding project inquiries or department procedures/requirements.
• Strong oral and written communication skills including ability to listen and understand internal customer expectations.