Administrative Coordinator

Administrative Coordinator

The Administrative Coordinator will provide essential administrative and operational support to the Chief Strategy Officer, Market Sector Senior Vice Presidents, and Market Vice Presidents. This position will produce reports, monitor and administer routine functions of operational management, and communicate deadlines and schedule updates under the direct supervision of the CSO. The position will also provide logistical support for meetings and other functions including planning, setup, and documentation.

Provide administrative assistance to the Chief Strategy Officer (CSO) and the Strategy team. Assist the CSO with writing drafts of emails, memos, and preparing communications. Assist the CSO in the planning, tracking, monitoring, and reporting of financial and other business functions. Assist the CSO and the Strategy team in the development of strategic plans and the development and tracking of 90-day action plans. Participate in the conceptual development of business tools such as Business Analytic Dashboards (Qlik) and CRM systems (Hubspot), etc., and lead various aspects of implementation as assigned. Produce a variety of reporting elements such as spreadsheets, graphical images, plans, procedures, memoranda, letters, and presentations from rough drafts. Maintaining comprehensive and accurate records.

Maintain strict confidentiality.

Organize meetings, including scheduling, sending reminders, and organizing meeting logistics as necessary.

Provide project administration assistance to the Strategy team. Prepare and maintain project specific documents such as correspondence, meeting minutes, reports, contracts, proposals, specifications, etc. Work with project managers and project teams to schedule meetings, develop agendas, and distribute meeting minutes. Responsible for working with project and team members to keep updated documentation of outstanding questions, project requirements, actions items, RFIs, submittals, etc. up to date on a weekly basis. Work with project managers and team leads as needed to develop and update project task backlogs. Complete transmittal forms, secure office copy of all documents and transmit material to the client for contractors material requests. Contractor material requests will be reviewed by the engineer on the project. Ensure quality and uniformity of appearance of reports, specifications, etc. through detailed review. In coordination with the Project Administrator, ensure professional licenses, certificates, memberships, badges, and affiliations are current. Maintain on-line Vendor / Contractor Management service accounts.

Perform general clerical duties to include but not limited to photocopying, faxing, filing, and phone use as necessary. Archive dormant project files along with project closeout.

Other projects and responsibilities may be added at the companys discretion.

Strong organizational skills with the ability to manage multiple tasks and adjust schedules effectively. (Highly Preferred)

Proficient in Microsoft Office Suite, especially Excel, and experience with project management software (e.g., Microsoft Project, Smartsheet, Salesforce, etc).

Excellent communication and interpersonal skills to work effectively with cross-functional teams and external partners.

Strong working knowledge of Office365, including SharePoint, Teams, Microsoft Word, Excel, PowerPoint, and Outlook.

Must have excellent oral, written, and interpersonal communication skills.

Must have the ability to balance multiple priorities and respond / produce quality work efficiently with short deadline actions in a fast-paced environment.

Must possess a strong sense of ethics, discretion, and professional sophistication.

Ability to communicate project status and issues to customers and leadership as they arise. May be responsible for taking direction from leadership and distributing information to team members, stakeholders, and leadership quickly and efficiently.

Able to perform moderately complex detailed tasks with minimal assistance or guidance.

Apply a constructive approach toward work activities and interactions.