Administrative Coordinator
About The Position
Salas O’Brien is seeking an Administrative Coordinator for its Laconia, New Hampshire office. The role provides administrative, project coordination, document management, and office operations support to a multidisciplinary engineering and consulting team. The Coordinator partners with engineers, project managers, commissioning personnel, and corporate staff to support project deliverables, office operations, and customer service. The position combines reception and office administration with project document production and coordination. It also supports project teams with file and information management, software-related tasks, commissioning documentation, and deadline tracking. The Coordinator contributes to employee engagement and office culture by helping organize events, wellness initiatives, recognition programs, and community activities. The expected base hourly compensation is $25.00–$30.00 USD. Actual compensation depends on skills, experience, qualifications, and location. The role is eligible for performance-based bonuses and a comprehensive U.S.-based benefits package. Travel is minimal to none.
Requirements
- Associate degree in Business Administration, Office Management, Communications, or a related field preferred; 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 contact for incoming office communications, cover the main office telephone line, and welcome visitors.
- 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 meeting logistics, 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 materials for addenda, bulletins, ASIs, CCDs, RFIs, and other construction administration activities.
- Edit, format, and distribute project correspondence, including memorandums, letters, transmittals, meeting 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 documents, 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.
- Help project teams meet document production schedules and client deliverable deadlines.
- Support commissioning personnel by preparing, formatting, editing, and distributing meeting minutes, field reports, final reports, submittal letters, and project correspondence.
- Assist with coordination and logistical support for employee recognition programs, wellness initiatives, seasonal celebrations, team-building activities, and other engagement events.
- Coordinate event 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 as assigned.
- Support community outreach, charitable initiatives, and company-sponsored employee activities.
Benefits
- Medical, dental, and vision insurance
- 401(k) with company match
- Paid time off and company holidays
- Wellness programs and employee assistance resources
- Professional development support and licensure reimbursement
- Performance-based bonuses
- Flexible work arrangements
- Employee ownership opportunities
- Competitive compensation and comprehensive benefits
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What This Job Offers
Job Type
Full-time
Education Level
Associate degree
