Administrative Coordinator

REI Engineers•Virginia Beach, VA

17d

About The Position

Handles most daily office work independently and keeps the branch or branches organized and running well. Supports administrative work and may assist with project tasks. The role provides office, facilities, document, project, financial, procurement, HR, client, and compliance support. It is primarily office-based, with occasional travel between REI offices as needed.

Requirements

High school diploma or equivalent and at least 2 years of relevant experience, or an equivalent combination of education and experience.
Confident use of Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
Organized and reliable.
Effective communication with internal teams and clients by phone, email, and in person.
Ability to plan and track tasks, manage deadlines, and maintain clear filing systems and project records.
Ability to handle confidential information with discretion.

Nice To Haves

Associate degree is a plus.
Equivalent relevant education, certification, and experience may be considered, as determined by management and Human Resources.

Responsibilities

Manage correspondence and supplies, coordinate deliveries and basic repairs, and keep filing systems and records updated.
Arrange small repairs, coordinate vendor maintenance, and maintain an up-to-date list of office assets and supplies.
Prepare formatted reports and transmittals, track drawing revisions, and ensure documents are correctly filed and readily retrievable for audits or QA/QC checks.
Assist project teams with progress reports and other project-related documentation.
Record project expenses, prepare basic reports, and follow up with accounting or suppliers about invoices and payments.
Ensure accurate and timely documentation of transactions.
Book travel and help set up new employees’ workstations or accounts.
Organize meetings, take minutes, and help prepare tender documents and client presentation materials.
Maintain complete branch license files, update shared trackers, and properly file digital records and renewal confirmations.
Coordinate COI distribution for client contracts, assist with claims documentation, and ensure insurance files are complete and accessible.
Perform other responsibilities as assigned.
Communicate with internal teams and clients by phone, email, and in person; plan and track tasks, manage deadlines, maintain clear project files, and suggest improvements to file organization or work scheduling.