Receptionist/Administrative Project Coordinator

HDR•Tucson, AZ

13d•Onsite

About The Position

At HDR, our 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. As we foster a culture of inclusion throughout our company and within our communities, we constantly ask ourselves: What is our impact on the world? Watch Our Story:' https://www.hdrinc.com/our-story' Each and every role throughout our organization makes a difference in our ability to change the world for the better. Read further to learn how you could help make great things possible not only in your community, but around the world. As the Tucson office Receptionist/Administrative Project Coordinator you will be the first point of engagement for all visitors and staff arriving to the office. In the role of Administrative Project Coordinator/Receptionist, we'll count on you to: •Provide exceptional service to our internal and external clients, your role to enhance their experience •Answer and direct phone calls, deliver messages, greet employees and visitors, schedule conference calls, and distribute incoming faxes and mail •Apply company quality assurance guidelines and procedures for project document management •Work with multiple Project Managers and project teams as needed •Assist Project Manager with a variety of project development, initiation, planning, execution, and closeout activities •Produce, proofread, format, organize and/or maintain a variety of written materials such as project guides, meeting minutes, project invoices, numerical data, reports, project specifications, correspondence and other documentation •Facilitate contract and fee review •Order insurance and monitor insurance certificates •Facilitate subconsultant procurement process •Processes and reconcile invoices and prepare purchase requisitions following procurement procedures •Assist with and help coordinate meetings and presentations •Create and maintain paper and electronic files •Apply company quality assurance guidelines and procedures for project document management •Assist with and help coordinate meetings and presentations, includes arranging office catering events •Work with multiple Project Managers and project teams as needed •Assist with project guides, project reviews, project invoices and expense reports as needed •Prioritize tasks in a calm and organized manner •Maintain office supplies and place orders as needed •Manage deliveries (FedEx, UPS, Courier, etc.) coming in, going out including preparation of packages getting sent out •Serve as the liaison between third party vendors (building management, parking, suppliers, etc.) •Assist administrative staff as needed •Perform other duties as needed

Requirements

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

Responsibilities

Provide exceptional service to our internal and external clients, your role to enhance their experience
Answer and direct phone calls, deliver messages, greet employees and visitors, schedule conference calls, and distribute incoming faxes and mail
Apply company quality assurance guidelines and procedures for project document management
Work with multiple Project Managers and project teams as needed
Assist Project Manager with a variety of project development, initiation, planning, execution, and closeout activities
Produce, proofread, format, organize and/or maintain a variety of written materials such as project guides, meeting minutes, project invoices, numerical data, reports, project specifications, correspondence and other documentation
Facilitate contract and fee review
Order insurance and monitor insurance certificates
Facilitate subconsultant procurement process
Processes and reconcile invoices and prepare purchase requisitions following procurement procedures
Assist with and help coordinate meetings and presentations
Create and maintain paper and electronic files
Apply company quality assurance guidelines and procedures for project document management
Assist with and help coordinate meetings and presentations, includes arranging office catering events
Work with multiple Project Managers and project teams as needed
Assist with project guides, project reviews, project invoices and expense reports as needed
Prioritize tasks in a calm and organized manner
Maintain office supplies and place orders as needed
Manage deliveries (FedEx, UPS, Courier, etc.) coming in, going out including preparation of packages getting sent out
Serve as the liaison between third party vendors (building management, parking, suppliers, etc.)
Assist administrative staff as needed
Perform other duties as needed