Administrative Project Coordinator

Full-Time | 40 Hours per Week | Hybrid Work Schedule

Position Overview

A growing consulting firm specializing in engineering, sustainability, and the built environment is seeking a highly organized and proactive Administrative Project Coordinator to support a dynamic team of professionals. This role combines executive-level administrative support with project coordination responsibilities and serves as a key operational resource for a regional office.

The ideal candidate will thrive in a fast-paced environment, possess exceptional organizational skills, and enjoy coordinating multiple priorities while supporting project teams, leadership, and office operations.

Please note: This is a business administration and operational support position. It does not involve technical engineering, design, or product development work, and an engineering background is not required.

Key Responsibilities

Administrative & Office Support

• Serve as a primary point of contact for office inquiries, providing information and support to staff, clients, and external partners.
• Support a fast-paced professional services team through a variety of administrative and project coordination functions.
• Manage calendars and coordinate meetings across virtual, hybrid, and in-person formats.
• Handle incoming communications, including phone calls, emails, and collaboration platform messages, ensuring timely and professional responses.
• Support day-to-day office operations, including supply management, facilities coordination, and general administrative needs.

Project Coordination

• Assist project teams throughout the project lifecycle, from initiation through completion.
• Support proposal and response development for new business opportunities.
• Track project documentation, submittals, requests for information, and project deliverables.
• Coordinate the preparation, review, and issuance of project reports and documentation.
• Monitor project schedules, milestones, and deadlines, helping to ensure timely completion of deliverables.
• Maintain project files and quality control documentation in accordance with company standards.
• Keep project leaders and stakeholders informed of project status, upcoming deadlines, and potential issues.

Data & Systems Management

• Maintain accurate client, contact, opportunity, and project records within the firm's project management and CRM systems.
• Assist with project setup, contract administration, and associated documentation.
• Update project information and records as needed.
• Process and reconcile expense reports and related administrative documentation.

Qualifications

Required Skills

• Excellent verbal and written communication skills.
• Strong organizational, prioritization, and time-management abilities.
• Demonstrated initiative, responsiveness, and accountability.
• Excellent problem-solving and critical-thinking skills.
• Proficiency with Microsoft Office applications.
• Strong customer service orientation and professional interpersonal skills.

Preferred Qualifications

• 3+ years of administrative support experience within a professional office environment.
• Experience supporting project-based teams within engineering, architecture, construction, consulting, or related industries.
• Familiarity with project management, document control, or construction administration software platforms.
• Associate's or Bachelor's degree in Business Administration, Communications, or a related field, or equivalent professional experience.

Work Environment

This position requires regular in-office collaboration as part of a hybrid work arrangement and offers the opportunity to support a growing team within a professional consulting environment.

Additional De-Identification Changes Made

• Removed company name, website, address, and phone number.
• Removed references to Evanston, IL and Hoboken, NJ.
• Changed "sustainability engineering consultancy" to "consulting firm specializing in engineering, sustainability, and the built environment."
• Removed office staff size ("15 employees").
• Replaced "Deltek Vantagepoint" with "project management and CRM systems."
• Generalized software examples (Procore, Kahua, Newforma).