Administrative Project Coordinator

HDR•Ann Arbor, MI

20h

About The Position

HDR is seeking an Administrative Project Coordinator to support project managers and project delivery. The role helps ensure compliance with HDR’s Quality Management System (QMS), supports project setup and administration from kickoff through closeout, and coordinates meetings, documentation, reporting, and deliverables. The coordinator also prepares financial and labor reports and dashboards, technically edits documents, communicates with internal and external clients, and ensures materials comply with corporate branding, templates, and client standards. The position requires working with minimal supervision and meeting compressed deadlines.

Requirements

Associate degree in a closely related field, or a combination of education and relevant experience.
At least 1 year of related experience.
Proficiency in Microsoft Word and Excel.
Commitment to actively participating in HDR’s employee-owned culture.

Nice To Haves

Bachelor’s degree.
Experience in the consulting industry supporting projects and project managers.

Responsibilities

Work with project managers to ensure compliance with HDR’s QMS, including understanding and explaining requirements and coordinating project review meetings and follow-up.
Support project setup by creating project folders, developing Project Management Plans and Quality Management Plans, loading review and quality-check schedules into project management software, setting up project mailboxes and communication tools, and arranging review and kickoff meetings.
Provide administrative support throughout project execution, including meeting coordination, maintaining project files, controlling incoming and outgoing documents, assisting with status updates, reports and invoices, and helping develop and coordinate deliverables.
Coordinate meetings by sending Outlook invitations, preparing and distributing electronic materials, printing handouts, attending meetings, and recording minutes.
Record completion of project review meetings, Quality Control Activities, and similar activities.
Download financial and labor data from HDR’s project management software and organize it into reports and dashboards for internal or external presentations.
Proofread and technically edit deliverables for format, clarity, consistency, grammar, spelling, and punctuation in collaboration with technical staff.
Communicate clearly with internal and external clients about project inquiries and department procedures or requirements.
Ensure compliance with corporate branding and template standards and with client standards and expectations.
Work under minimal supervision and meet compressed deadlines.
Perform other duties as assigned.