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Office Administration Specialist

2 months ago

Louisville, Kentucky, United States hdr Full time

Overview: At HDR, we are dedicated to fostering a supportive and inclusive environment where every employee is valued and empowered to contribute their unique perspectives. Our commitment to diversity, equity, and inclusion drives us to continuously reflect on our impact on the world.

Position Summary: We are looking for individuals with a background in project management, finance, or marketing for an entry-level Administrative Coordinator position. This role presents a unique opportunity to deliver essential administrative assistance while engaging in a variety of project management, financial tracking, and marketing activities. It is an excellent opportunity to gain practical experience in the engineering sector and explore diverse career pathways.

Key Responsibilities:

  • Provide comprehensive administrative support, including managing phone communications, scheduling appointments, and processing financial documents.
  • Organize, create, and maintain essential reports, documents, and records.
  • Manage office supply orders, oversee inventory levels, and ensure stock availability.
  • Coordinate meeting logistics and manage arrangements effectively.
  • Handle sensitive information with the utmost professionalism and confidentiality.
  • Assist in budgeting, planning, and monitoring project financials and forecasts.
  • Support technical teams and project leaders with advanced project coordination tasks.
  • Facilitate remote teamwork through virtual meetings and conference calls.
  • Analyze financial data and develop strategies for trend analysis and reporting.
  • Monitor, organize, and manage electronic documentation; assist with project scheduling and filing systems.
  • Contribute to the Quality Program by documenting reviews, updating quality assurance documentation, and ensuring adherence to quality standards.
  • Manage project guides, reviews, invoices, and financial reports as necessary.
  • Coordinate meetings, assist with presentations, and archive completed projects.
  • Perform additional duties as required.

Preferred Qualifications:

  • Associate or bachelor’s degree in business administration or a related field.
  • Familiarity with Adobe InDesign is advantageous.
  • Knowledge of the architecture/engineering industry is preferred.
  • Proficiency in Excel is essential.
  • Preference will be given to local candidates.

Required Qualifications:

  • High School diploma or equivalent.
  • Strong verbal and written communication skills, including grammar, punctuation, and proofreading.
  • Ability to adapt and prioritize tasks in a fast-paced environment.
  • Self-driven, organized, and detail-oriented.
  • Capability to manage confidential information responsibly.
  • Proficiency in MS Office, including Word and Outlook.
  • A commitment to actively participating in our employee-owned culture is essential.

Our Beliefs: At HDR, we recognize that our diverse experiences and perspectives are vital to our success. Together, we strive to create a collaborative culture that builds trust and strengthens our connections with clients and communities.

Our Commitment: As employee owners, we are all responsible for cultivating an inclusive atmosphere where everyone feels welcomed, valued, and empowered to express their authentic selves.

Employee Network Groups: Our eight Employee Network Groups (Asian Pacific, Black, Hispanic/Latino(a), LGBTQ+, People with Disabilities, Veterans, Women, Young Professionals) foster a sense of belonging and create a supportive environment for all employees to engage and contribute. Each group is sponsored by an executive and is open to all employees.