Administrative Project Coordinator (Joint-Pole Engineering Program)

HDR • Honolulu, HI

7d

About The Position

The Project Coordinator supports the Joint-Pole Engineering Program by providing project administration, scheduling, reporting, resource coordination, document management, and stakeholder communication support. This role works closely with the Program Manager, engineering staff, utility partners, telecommunications providers, and contractors to help ensure projects are delivered on schedule, within budget, and in accordance with program requirements.
The Project Coordinator serves as a central point of coordination for program activities, supporting workload tracking, performance reporting, application workflow management, meeting coordination, and continuous process improvement initiatives. This position plays a key role in maintaining organization, communication, and operational efficiency across a high-volume utility and telecommunications engineering program.

Requirements

• Associate's degree or Bachelor's degree in Business, Engineering, Construction Management, Project Management, or a related field.
• 3+ years of project coordination, project administration, operations, engineering support, or related experience.
• Strong organizational and time management skills.
• Experience coordinating multiple projects or workstreams simultaneously.
• Proficiency with Microsoft Office Suite, including Excel, Word, PowerPoint, and Outlook.
• Strong written and verbal communication skills.
• Ability to work effectively with diverse stakeholders and multidisciplinary teams.
• Strong attention to detail and ability to manage competing priorities.
• Associate degree in a closely related field or combination of education and relevant experience
• A minimum of 1 years related experience
• Proficiency in Microsoft Word and Excel
• An attitude and commitment to being an active participant of our employee-owned culture is a must

Nice To Haves

• Experience supporting utility, telecommunications, engineering, construction, or infrastructure projects.
• Experience with project management software and workflow management tools.
• Knowledge of budgeting, invoicing, and project financial reporting.
• Experience preparing project performance metrics and dashboards.
• Familiarity with GIS, utility asset management systems, or engineering documentation processes.
• CAPM, PMP, or other project management certification preferred.
• Experience working with utility clients, public agencies, or regulatory organizations.

Responsibilities

• Support the Program Manager in the day-to-day administration of the Joint-Pole Engineering Program.
• Coordinate project schedules, milestones, deliverables, and action items.
• Maintain project tracking logs, dashboards, and workflow management tools.
• Monitor project status and assist with identifying schedule risks and potential bottlenecks.
• Track application review progress and ensure timely completion of deliverables.
• Prepare project documentation, reports, presentations, and meeting materials.
• Assist with resource planning and workload balancing across engineering team members.
• Monitor production metrics and workload assignments.
• Coordinate engineering review priorities based on customer commitments and program objectives.
• Track staff utilization and support forecasting activities.
• Coordinate communications between utility clients, telecommunications providers, subcontractors, and engineering teams.
• Schedule and facilitate project meetings and stakeholder discussions.
• Document meeting notes, action items, decisions, and follow-up activities.
• Provide timely status updates to project teams and program leadership.
• Assist with project financial tracking, budget monitoring, and invoicing support.
• Maintain project records and contract documentation.
• Support development of program performance metrics and management reports.
• Prepare monthly and quarterly status reports for leadership and clients.
• Track key performance indicators, service-level commitments, and program milestones.
• Maintain project files, engineering documentation, and program records.
• Ensure deliverables are properly documented and archived.
• Support quality control processes and compliance with program procedures.
• Coordinate document reviews and approval workflows.
• Assist with implementing process improvements and best practices.
• Identify opportunities to streamline workflows and improve operational efficiency.
• Support implementation of new tools, procedures, and reporting mechanisms.
• Assist with tracking lessons learned and continuous improvement initiatives.
• Contribute to the development of standard operating procedures and training materials.

Benefits

• Employee-owners are fully engaged in creating a welcoming environment where each of us is valued and respected, a place where everyone is empowered to bring their authentic selves and novel ideas to work every day.
• Fostering a culture of inclusion throughout our company and within our communities.
• Employee Network Groups (Asian Pacific, Black, Hispanic/Latino(a), LGBTQ+, People with Disabilities, Veterans, Women, Young Professionals) help create a sense of belonging and foster a supportive environment where everyone is empowered to engage and contribute.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree