Part-Time Administrative Coordinator - Richmond, VA

Brown and Caldwell•Richmond, VA

6h•$23 - $28•Hybrid

About The Position

Brown and Caldwell is seeking a part-time Administrative Coordinator to manage administrative functions in its Richmond, Virginia office and support the Eastern Business Unit. The role performs routine technical and administrative tasks under close supervision and within defined guidelines, with little latitude for independent judgment or decision-making. It may coordinate health and safety, fleet, laboratory, and facilities activities and offers an opportunity to develop skills and grow within the company. The coordinator supports office operations, staff, visitors, facilities, supplies, mail, travel, expenses, technology troubleshooting, vendor coordination, invoices, fleet upkeep, and project archives. The role also assists with formatting client deliverables and branded communications, onboarding and offboarding employees, local health and safety programs, and activities that foster employee engagement and connection across in-person, hybrid, and virtual staff. The position is based in the Richmond office and is listed as hybrid.

Requirements

High school diploma or equivalent is required.
Typically 0–2 years of relevant administrative experience; fresh graduates are also considered.
Organizational skills and attention to detail.
Ability to rapidly acquire new skills and understand role responsibilities.
Some experience with the Microsoft Office suite, including Excel, Word, PowerPoint, Outlook, and Teams.
Some knowledge of Adobe PDF or Bluebeam and proficiency with internet applications.
Strong written and verbal communication skills to build relationships and foster collaboration with varied business partners.
Strong interpersonal skills and the ability to contribute positively to organizational culture.

Nice To Haves

Experience coordinating IT support.
Professional-environment experience with Microsoft Office Suite, including using Copilot or other AI tools to increase efficiency.

Responsibilities

Support office management and resolve office concerns in coordination with property management.
Maintain conference room equipment and coordinate with internal IT services to troubleshoot technology issues.
Maintain common areas, organize office space, coordinate green recycling, and keep office supplies available.
Coordinate with the internal facilities team on building concerns and support office moves as needed.
Welcome and assist clients, vendors, guests, and staff visiting the office.
Coordinate mail, courier services, and FedEx shipments; maintain office supply inventories.
Arrange travel and assist with expense report reconciliation for senior staff as needed.
Prepare office-wide written communications, including emails and Microsoft Teams posts.
Support confidential assignments for functional groups and managers, and provide virtual support to nearby offices as needed.
Follow corporate policies relating to finance, cost control, project delivery, safety, and quality assurance.
Coordinate with the helpdesk to troubleshoot technology issues involving conference rooms, hotel stations, OpenPath, and employee technology concerns.
Maintain office directory pages on the BC Pipeline and submit sponsorship and membership requests through designated processes.
Support project archive requests and retrieve files from offsite archiving companies.
Submit local vendor invoices to Accounts Payable with correct vendor and general ledger codes.
Support fleet vehicles with routine upkeep and submit monthly mileage logs as required.
Assist with scheduling and coordinating vendor technical lunch-and-learn activities.
Coordinate and assist with formatting reports, letters, marketing materials, scopes of work, and design specifications while following branded templates and the company style guide.
Support new employee onboarding plans, first-day orientations, digital-services equipment troubleshooting, announcements, employee photos, timesheet support, and health and safety orientations.
Work with supervisors, Human Resources, and Digital Services to support a smooth and positive employee offboarding experience.
Assist with the office emergency action plan and coordinate at least one annual emergency drill.
Assist with annual ergonomic evaluations and procurement of needed equipment; maintain inventories of personal protective equipment and first-aid kit supplies.
Support incident management, including escalation, initial reporting, investigations, and corrective or preventive actions; assist with work observations and project audits.
Support employee medical surveillance exam scheduling, compliance training, Safety Week activities, and health and safety communications.
May conduct respirator fit-testing and assist with health and safety training, including first-aid, CPR/AED, and confined-space training.
Participate in routine health and safety program calls and conduct monthly office inspections.
Partner with the local operations leader to foster employee engagement and connection.
Track the office social spending budget and help plan office events, volunteer activities, internal giving campaigns, and employee or project celebrations.
Schedule and assist with monthly office All Hands meetings and use Microsoft Teams channels to communicate office and company information and encourage engagement.
Adapt to and execute additional assignments as needs evolve.