Administrative Coordinator

Job Description

Olsson is seeking a highly organized and proactive Administrative Coordinator to support our Site Design team in Omaha, NE. In this role, you will serve as a key partner to technical professionals, helping ensure projects, office operations, and team activities run smoothly and efficiently.

The ideal candidate thrives in a fast-paced environment, enjoys building relationships across teams, and takes pride in keeping projects and operations organized. You will play an essential role in project setup, document management, contract administration, team coordination, scheduling, and office support while collaborating with engineers, project managers, clients, and internal departments.

This position is ideal for someone who enjoys balancing multiple priorities, solving problems, and providing exceptional support to both project teams and office operations.

Responsibilities

• Provide administrative support to the Site Design team, including project coordination, scheduling, documentation, and communication.
• Serve as a primary point of contact for administrative support across multiple project teams.
• Coordinate meetings, video conferences, travel arrangements, training sessions, and team events.
• Maintain project records, folders, permissions, and documentation using platforms such as SharePoint, Smartsheet, Deltek, and Google Workspace.
• Support project setup, tracking, and data accuracy across company systems.
• Prepare, review, and organize contracts, proposals, amendments, NDAs, MSAs, and other project-related documents while ensuring compliance with company standards.
• Produce and format meeting agendas, meeting minutes, reports, presentations, and other client-facing deliverables.
• Assist technical staff with document quality control, formatting, and project documentation needs.
• Facilitate communication between project teams, clients, vendors, and internal departments.
• Respond to routine and non-routine inquiries with professionalism, discretion, and excellent customer service.
• Coordinate expense reporting, reconciliation, and other administrative processes.
• Support front desk operations by welcoming guests, managing incoming calls, handling mail distribution, and maintaining a professional office environment.
• Assist with office events, employee engagement activities, vendor coordination, office moves, and other operational initiatives.
• Occasionally travel to nearby office locations as needed to provide administrative coverage and support.
• Identify opportunities to improve processes, increase efficiency, and enhance the overall team experience.

You Are Passionate About

• Working collaboratively with others.
• Taking ownership of your work and delivering high-quality results.
• Creating organized and efficient processes.
• Supporting teams that positively impact communities.
• Building strong relationships and providing exceptional customer service.

What You Bring to the Team

• Associate degree in Business Administration or a related field preferred.
• 3+ years of experience in an administrative, project coordination, office operations, or professional services environment.
• Strong proficiency in Microsoft Office Suite, Google Workspace, SharePoint, Smartsheet, Deltek, or similar business platforms.
• Exceptional organizational skills with the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills with a professional and customer-focused approach.
• High attention to detail and commitment to accuracy.
• Ability to build trusted relationships with technical staff, leadership, clients, and business partners.
• Strong problem-solving skills and a proactive mindset.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Physical ability to lift and transport items up to 30 pounds.

Why This Role?

In this role, you'll be an essential part of a collaborative Site Design team, helping engineers and project managers stay focused on delivering exceptional work for clients and communities. Your organizational skills, attention to detail, and ability to anticipate team needs will directly contribute to the success of projects and the overall office experience.

 

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