Senior Administrative Project Coordinator - Architecture

Senior Administrative Project Coordinator - Architecture

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? Each and every role throughout our organization makes a difference in our ability to change the world for the better. We believe architecture is more than designing buildings, it's about providing solutions to societal challenges and creating stronger, more vibrant communities. As part of our Architecture practice at HDR, you'll contribute to the design and delivery of spaces and experiences that advance community well-being around the world. From healing environments and learning spaces to research labs and civic landmarks and infrastructure, your work will directly influence how individuals experience the world around them. We bring together architects, planners, designers, and technical experts to solve complex design challenges with creativity, curiosity, and collaboration. From championing design excellence with an emphasis on resilience and sustainability to pioneering innovative building technologies, your contributions will leave a lasting impact on the built environment. This isn't just a job, it's a chance to drive meaningful change and help define the future of our communities.

In the role of Senior Administrative Project Coordinator in our Raleigh Architecture studio, you'll have responsibility for general administrative functions as well as project coordinator functions. General Administrative responsibilities are for the Raleigh office and include:

• Assist the leadership with executive administrative support, and preparation of operating plans and other special reports
• Execute electronic signatory procedures for contracts, proposals, and business forms
• Maintain a record of assigned workstations in the office and coordinate with internal I.T. team when staff relocate to new workstations
• Manage communications, including SharePoint site, scheduling and preparing materials for meetings
• Assist with the coordination of internal staff events
• Support employee engagement committees
• Oversee reception desk coverage and ensure back-up for other administrative team members as needed
• Participate in monthly meetings with area leadership
• Help support Principals with Administrative tasks such as: Scheduling and coordinating weekly Studio Meetings, Supporting Studio Design Series
• Spearheading events to support Studio Culture, and Manage Studio Purchase Card and Incidental Requisitions.
• Exhibit professionalism with clients (internal and external).
• Perform other duties as needed

Project Coordinator responsibilities are for the Raleigh office unless stated otherwise and include:

• Work with multiple Project Architects to organize, process, and follow up on Construction Administration tasks via Newforma software.
• Help track Construction Administration processes, subconsultant RFI and Submittal responses, and help administer timely return of all correspondences to the Contractor/Owner.
• Apply company quality assurance guidelines and procedures for project document management.
• Work with multiple Architecture Project Managers and project teams as needed.
• Act as Quality Coordinator for (2) North Carolina offices (Raleigh and Charlotte) which includes scheduling ongoing project reviews, managing documentation of said reviews, scheduling, assigning reviewers and documenting quarterly quality review checks.
• Assist Project Manager with a variety of project development, initiation, planning, execution, and closeout activities.
• Produce, proofread, format and/or organize a variety of written materials such as project guides, meeting minutes, project invoices, numerical data, reports, project specifications, correspondence and other documentation.
• Create and maintain paper and electronic files.
• Order insurance and monitor insurance certificates.
• Facilitate subconsultant procurement process.
• Assist with and help coordinate meetings and presentations.
• Help support Principals with Administrative tasks such as: Scheduling and coordinating weekly Studio Meetings, Supporting Studio Design Series,
• Spearheading events to support Studio Culture and Manage Studio Purchase Card and Incidental Requisitions.
• Exhibit professionalism with clients (internal and external).
• Perform other duties as needed

Preferred Qualifications:

• A minimum of 7 years related experience
• Previous professional experience in the Engineering, Architecture, or Construction industry in a similar capacity
• Comfortable handling confidential information
• Excellent written and verbal communication skills
• Solid interpersonal skills
• Strong time management skills and ability to prioritize
• Highly organized with exceptional attention to detail

Due to client contract requirements US Citizenship is required.

Required Qualifications:

• Associate degree in a closely related field or combination of education and relevant experience
• A minimum of 3 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

At HDR, we are committed to the principles of employment equity. We are an Affirmative Action and Equal Opportunity Employer. We consider all qualified applicants, regardless of criminal histories, arrest and conviction records.