Administrative Coordinator

Haag, a Salas O'Brien Company•Laconia, NH

11d•$25 - $30•Onsite

About The Position

The Administrative Coordinator provides administrative, project coordination, document management, and office operations support for a multidisciplinary engineering and consulting team in Salas O’Brien’s Laconia, New Hampshire office. The role partners with engineers, project managers, commissioning personnel, and corporate staff to support project deliverables, office operations, and customer service. Responsibilities include reception and office administration; coordinating and formatting project documents and deliverables; maintaining project files, records, directories, and distribution groups; providing document production and routine software support to project staff; and assisting with employee engagement, office events, and community activities. The position requires strong organization, customer service, document quality, and the ability to manage competing priorities and deadlines in a fast-paced environment. Travel is minimal to none.

Requirements

Associate degree in Business Administration, Office Management, Communications, or a related field; equivalent experience is considered.
Three to five years of administrative, project coordination, document control, or professional office support experience.
Advanced proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
Strong document formatting, editing, and quality control skills.
Excellent organizational, communication, and customer service skills.
Ability to manage multiple priorities and deadlines in a fast-paced environment.
Demonstrated professionalism, confidentiality, and sound judgment.

Nice To Haves

Administrative, project coordination, document control, or professional office support experience in engineering, architecture, construction, or professional services.
Experience with Deltek Vantagepoint, Procore, Adobe InDesign, AIA Contract Documents, or similar project/document management systems.

Responsibilities

Serve as the primary point of contact for incoming office communications, including answering the main telephone line and receiving visitors.
Greet and assist clients, vendors, employees, and visitors professionally and provide support with conference room scheduling, meeting logistics, and office resources.
Coordinate and track shared office assets, including camera equipment, office keys, and parking passes; provide backup support for mailroom and office supply functions.
Assist with Lunch & Learn events, vendor visits, training sessions, and meetings, including room setup and audiovisual support.
Coordinate the preparation, formatting, quality review, assembly, and distribution of project specifications and technical documents.
Prepare and package project deliverables, including Schematic Design Reports, Basis of Design Reports, Arc Flash Studies, and other project documentation.
Coordinate and format narratives and supporting documentation for addenda, bulletins, ASIs, CCDs, RFIs, and other construction administration activities.
Edit, format, and distribute project correspondence, including memorandums, letters, transmittals, agendas, minutes, and client communications.
Assist project teams with permit submission packages, including affidavits, narratives, energy compliance documentation, and related materials.
Distribute, scan, organize, and maintain project documentation, including payment applications, change orders, contracts, and owner/contractor correspondence.
Support the maintenance and updating of company master specifications.
Create, maintain, and update project team directories, directory templates, and project email distribution groups.
Maintain project file systems and electronic records in accordance with company standards; download and organize project photographs.
Prepare and distribute the weekly project deadline calendar.
Provide administrative and document production support to engineering, commissioning, and construction administration staff.
Assist staff with document formatting, Microsoft Office applications, and routine software-related issues.
Support project teams in meeting document production schedules and client deliverable deadlines.
Support commissioning personnel with preparing, formatting, editing, and distributing meeting minutes, field reports, final reports, submittal letters, and project correspondence.
Assist with employee recognition programs, wellness initiatives, seasonal celebrations, team-building activities, and other employee engagement events.
Coordinate logistics, vendor communications, scheduling, materials, and administrative tasks for employee and office activities.
Assist HR and office leadership with special projects, administrative initiatives, employee programs, and company events.
Support community outreach, charitable initiatives, and company-sponsored employee activities.