Administrative Coordinator

HGA • Minneapolis, MN

13d • $28 - $31 • Onsite

About The Position

Administrative Coordinator - Minneapolis, MN Office HGA, an award‑winning interdisciplinary design firm, is looking for a full‑time Administrative Coordinator to join our Minneapolis office. In this role, you’ll support our Mechanical, Electrical, and Civil engineering teams, along with our Lighting and Interior Design groups, working directly with a National Practice Group Leader, Principals, and project teams. We’re seeking someone who genuinely enjoys helping others and takes pride in delivering exceptional service. The right candidate will be organized, detail‑driven, and skilled at balancing multiple priorities, all while staying one step ahead of team needs and bringing a positive, collaborative energy to the workplace. Who we are: At HGA, we believe that diverse perspectives spark creativity and innovation. Your curiosity, tenacity, and unique insights will make an impact every day—on your colleagues, on our clients, and on the communities who experience the spaces we design.

Requirements

• Bachelor’s degree in Business Administration or related field preferred.
• Minimum of 5 years administrative experience, preferably in an Architecture or Engineering environment.
• Proficiency in Microsoft Office products including Word, Excel, PowerPoint, and Outlook; Adobe and InDesign preferred.
• Strong calendar management / scheduling skills.
• Excellent communications skills, both written and verbal.
• Demonstrated ability to build relationships across an organization.
• Analytical, problem-solving skills to identify and implement solutions to issues.
• Personal characteristics of self-confidence, resourcefulness, flexibility, initiative, self-motivation, loyalty, willingness to assume responsibility for decisions and the ability to deal effectively with people in a variety of relationships and situations.

Responsibilities

• Maintain daily communication with team leaders to determine assignments, priorities, and seek clarification, as necessary.
• Partner with and provide direct support to the Engineering and Lighting and Interior Design Leadership (calendar management, correspondence, staffing, department meetings, annual performance reviews, etc.)
• Manage coordination of conferences including: Coordinate travel arrangements Order / compile client gratis items and gifts Large-scale event registration and coordination Calendar management
• Perform a variety of administrative duties in support of a department, project team, or group leaders: Coordinate travel arrangements Prepare presentations and reports Prepare correspondence, agendas, meeting minutes, etc. May maintain logs and databases Assist with budgets and expense tracking; prepare and process expense reports Schedule meetings, conference calls and appointments
• Work closely with department leadership to stay informed of multiple deadlines where additional help may be needed.
• Understand the importance of team-playing and offer services to assist others.
• Assist new hires to the departments so they become familiar with administrative procedures, standards and guidelines. Willingly advise them of other resources within the firm and may facilitate introductions when appropriate.
• Maintain ongoing communication with peers and work to maintain quality standards within departments through identification of problem processes, potential changes in work processes, and participation in department meetings.
• Demonstrate ability to work under pressure while maintaining composure, effectively handling multiple tasks and frequent interruptions.
• Recognize the importance of confidentiality when working with a variety of documents and conduct self in a professional manner.
• Other duties or responsibilities as assigned.

Benefits

• Individuals in this role working more than 24 hours a week on a regular basis are eligible to participate in HGA’s robust benefit programs which include an annual bonus and success sharing bonus program, 401(k) guaranteed contribution, paid parental leave, medical, dental and life insurance plans as well as PTO and short- and long-term disability programs.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 501-1,000 employees