Administrative Project Coordinator

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? 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.

The primary role of this position is to drive compliance with HDR's Project Management Office (PMO) and Quality Management System (QMS) and provide administrative project support to project managers and technical staff.

In the role of Administrative Project Coordinator, we'll count on you to:

• 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 creation of project folders, developing Project Management Plans, creating project specific QMS workbooks, loading QA and QC deliverables and dates into HDR's project management software, setting up project mailboxes, and setting up project review and kickoff meetings.
• Interface with clients and subconsultants on the negotiation, execution, and coordination of contract agreements, insurance documentation, and project administration.
• Provide administrative support during project execution including meeting coordination, maintaining accurate files from project kickoff through closeout, 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 Project Review Meetings including sending Outlook invitations, finalizing and distributing electronic materials, printing handouts, attending meeting and capturing meeting minutes.
• Interface with HDR's project management software to perform select deputy project management activities including updating project completion status, updating task start/end dates, downloading project cost reports, recording completion of QA and QC meetings, and similar activities.
• Technical editing of deliverables. This generally consists of proofreading of deliverables and working with technical staff to edit documents for format, clarity, consistency, grammar, spelling, and punctuation.
• Conduct independent, routine reviews of open projects to identify scope, schedule, or budget concerns and coordinate additional meetings and discussion with project managers, the Business Group manager, accounting, and others, as necessary.
• Communicate clearly and effectively with both internal and external clients regarding project inquiries or department procedures/requirements.
• All other duties as assigned

Preferred Qualifications:

• Bachelor's degree in engineering, Business, or a closely related field.
• Previous experience at an A/E firm a plus.
• Individual must be quality conscious, team-oriented, and have flexibility as needed to work with different personalities to meet tight deadlines.
• High attention to detail, strong organizational skills, and ability to multi-task.
• Strong oral and written communication skills including ability to listen and understand internal customer expectations.
• Proficiency with Adobe/Bluebeam and Microsoft Outlook, Teams, Word and Excel are required. Proficiency with Microsoft Project, Microsoft Power Point, and Bentley ProjectWise is preferred.
• Preference given to local candidates.

Required Qualifications:

• 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

What We Believe HDR is our company. Together, we build on each other's life experiences and perspectives to make great things possible every day. This shapes our collaborative culture, encourages organizational trust and connects us closer to the clients and communities we serve.

Our Commitment As employee owners, we all have a role in creating an inclusive environment where each of us is welcomed, valued, respected and empowered to bring our authentic selves to work every day. Our eight Employee Network Groups (Asian Pacific, Black, Hispanic/Latino(a), LGBTQ+, People with Disabilities, Veterans, Women, Young Professionals) help create a sense of belonging and foster a supportive environment where everyone is empowered to engage and contribute. Each group has an executive sponsor and is open to all employees.

We provide a comprehensive benefits package that promotes employee ownership, employee health, performance, and success, which includes medical, dental, vision, short and long-term disability, life insurance, an employee assistance program, paid time away, parental leave, paid holidays, a retirement savings plan with employer match, employee referral bonus and tuition reimbursement. The expected compensation range for this position depends upon skills, experience, education and geographical location. New York: $46,970 - $83,875 New Jersey: $54,016- $83,875

Primary Location: United States-New York-White Plains

Other Locations: United States-New York-Albany, United States-New Jersey-Newark, United States-New York-New York, United States-New Jersey-Pennington, United States-New Jersey-Woodcliff Lake

Industry: Water

Schedule: Full-time

Employee Status: Regular

Business Class: Water Treatment

Job Posting: Oct 2, 2025

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.