Receptionist/Administrative Project Coordinator

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.

At HDR, our employeeownership model shapes everything we do, including how we support and care for our people. Our diverse service lines, including Water, Architecture, Building Engineering Services, Field Services, Power, Waste, Industrial, and Transportation reflect our commitment to shaping resilient, sustainable, and forwardthinking communities around the world. Across these disciplines, our teams design and deliver solutions that safeguard public health, enhance quality of life, power innovation, and drive responsible growth. Whether advancing clean water, creating healing and learning environments, engineering nextgeneration facilities, or building the infrastructure that moves people and energy, our work is rooted in technical excellence and a shared sense of purpose. Our employeeowners collaborate across specialties, combining creativity, precision, and deep expertise to solve the most complex challenges facing our clients and communities.

The function of this role is to aid in front-office operations and provide administrative support for projects. It involves assisting the office to guarantee that daily operations run smoothly and supporting the project manager to ensure that projects comply with HDR's Quality Management System (QMS). This encompasses delivering administrative support and assistance to the project managers. This position requires 100% in-office presence.

Typical responsibilities will include the following:

• Responsible for all front desk reception duties including answering, screening and directing phone calls, distribution of incoming faxes, mail, and all aspects of UPS packages.
• Greet employees and visitors, administer guest log-in, distribute security badges to all guests as well as complete exit procedures.
• Maintain kitchen; including but not limited to, cleaning and stocking supplies when needed (paper towels, coffee, beverages, etc.)
• Maintain Conference Rooms, including but not limited to, tracking office staff calendars, scheduling conference calls and reaching out to meeting organizers for set-up requests, place food orders for meetings as approved, supplying and replenishing refreshments, cleaning as soon as a meeting is over
• Work with project managers to ensure 100% compliance with the requirements of HDR's QMS. The project coordinator will need to: gain a full understanding of the QMS program; be able to accurately explain the requirements to project managers; and be responsible for project review meeting scheduling, document preparation, participation, and follow-up.
• Work with project managers to efficiently set up their projects including creating of project folders, developing Project Management Plans, Quality Management Plans, loading project review and quality check schedules into HDR's project management software, setting up project mailboxes, setting up communication tools, and setting up project review and kickoff meetings.
• Provide administrative support during project execution including meeting coordination, maintaining accurate files from project kickoff through closeout, performing document control for incoming and outgoing documents, assisting project managers with project status updates/reports/invoices, and assisting with deliverable development and coordination.
• Coordinating all aspects of meetings including sending Outlook invitations, finalizing and distributing electronic materials, printing handouts, attending meeting and capturing meeting minutes.
• Record completion of project review meetings, finalized Quality Control Activities, and similar activities.
• Download financial and labor data from HDR's project management software and organize it into comprehensive reports and dashboards for internal or external presentations.
• Technical editing of deliverables. This generally consists of proofreading and working with technical staff to edit documents for format, clarity, consistency, grammar, spelling, and punctuation.
• Communicate clearly and effectively with both internal and external clients regarding project inquiries or department procedures/requirements.
• Ensure compliance with corporate branding and template standards as well as client standards and expectations.
• Work under minimal supervision and meet compressed deadline.
• All other duties as assigned

Preferred Qualifications

• Bachelor's degree
• Experience in the consulting industry supporting projects and project managers

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