Administrative Coordinator

At DesignGroup, you can expect to make a difference through your work, to have a direct impact on the achievement of a meaningful mission, and to have ample space for fun and balance in your daily life. We know that our mission requires incredible talent, mutual respect, a collaborative approach and teamwork all of which are incredibly important things to us. 

Essential Duties and Responsibilities include the following, but are not limited to:

Leadership Administration:

• Supports leaders with coordination of calendars, projects, and assorted items as needed.
• Provide dependable, proactive, and professional administrative support to our leaders and staff.
• Prepare, proofread, and format correspondence, reports, presentations, and proposals, ensuring accuracy and alignment with firm standards.
• Act as a liaison between leadership and internal teams, ensuring priorities, initiatives, and deadlines are communicated.
• Organize leadership participation in industry events, conferences, and speaking engagements while coordinating transportation, lodging, itineraries, and related expense tracking.

Administrative Support:

• Coordinate with other administrative staff to maintain consistency of office standards across geographies.
• Support HR with onboarding logistics, orientation scheduling, and preparation of new hire materials
• Plan and coordinate internal events, client gatherings, and business development activities.
• Assist with daily administrative needs while managing our company’s general organizational activities.
• Perform multiple tasks and provide customer service to both internal and external customers.

Project Coordination:

• Work closely with Project Managers to execute contracts and agreements on behalf of the Healthcare Market Leader and coordinate with clients and consultants for signatures and approvals.
• Attend internal and external project meetings; prepare agendas, record minutes, update action logs, and distribute documentation.
• Assist with administration of all project phases, completing a variety of tasks specific to each phase. i.e. contracts, meeting notes, sign-in sheets, logging shop drawings, RFI’s, and submittals

• Edit and format specifications to meet project requirements; compile and issue final specification packages to clients.

Experience/Skills and Abilities

• Education: High School Diploma required; Associate’s or Bachelor's degree preferred.
• Experience: 5+ years in administrative and project coordination roles; prior experience in architecture, engineering, or construction preferred.
• Technical Skills:
  • Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) proficiency
  • Adobe Acrobat required; InDesign a plus
  • Experience with project/ accounting systems is preferred
• Professional Skills:
  • Excellent organizational, time management, and multitasking abilities
  • Strong written and verbal communication skills
  • Discretion in handling sensitive information
  • Ability to interpret and analyze project and financial data