Administrative Coordinator

Brighton Solutions; Brea (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

Brighton Solutions is seeking an Administrative Coordinator to support a professional services organization in Brea, CA. This role handles administrative and project coordination, serving as a point of contact for clients and prospective clients.

The ideal candidate is highly organized, detail‑oriented, and able to manage multiple priorities in a deadline‑driven environment. Experience with Microsoft Office, databases, CRM systems, and project tracking tools is valued.

Qualifications

• Associate degree preferred or equivalent experience.
• 3+ years in administrative, project coordination, or related roles.
• Experience in engineering/architectural/technical environments is a plus.
• Strong Microsoft Office skills (Word, Excel, Outlook).
• Familiar with CRMs, databases, and project-tracking tools.
• Excellent written and verbal communication; detail‑oriented work ethic.

Responsibilities

• Prepare and format professional correspondence, reports, and documents.
• Assist with project documentation and client communications.
• Enter, update, and maintain information in internal systems.
• Monitor deadlines and help keep work on schedule.
• Prepare quotations and communicate with clients.
• Schedule meetings and prepare materials; document follow‑ups.
• Provide invoicing and data-entry support; manage filing systems.
• Support managers, engineers, and technical staff in daily tasks.
• Communicate professionally with clients and colleagues by phone and email.

Skills

Administrative experience

Microsoft Office proficiency

Data entry

Communication skills

Time management

Detail-oriented

CRM familiarity

Education

Associate degree preferred

Tools

CRM systems

Project tracking tools

Databases

Job description

About the job Administrative Coordinator

Brighton Solutions is seeking an Administrative Coordinator to support a professional services organization in Brea, CA. This position provides administrative and project coordination support to managers and technical teams while also serving as a point of contact for clients and prospective clients.

The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple priorities in a deadline-driven environment. This role will work with project documentation, client communications, databases, reports, invoicing, scheduling, and other administrative activities that help keep projects and day-to-day operations moving efficiently.

Experience supporting an engineering, architectural, construction, testing, certification, or other technical organization is a plus.

Key Responsibilities

• Prepare and format professional correspondence, reports, presentations, and technical and administrative documents.
• Assist with the preparation, processing, review, and publication of project and evaluation documentation.
• Enter, update, track, and maintain accurate information within internal databases and record-keeping systems, including client, lead, and project information.
• Help monitor project activity, documentation requirements, and deadlines to ensure work progresses as scheduled.
• Prepare and distribute quotations and other information to prospective and existing clients.
• Schedule and coordinate meetings, prepare meeting materials, and document information or follow‑up items as needed.
• Provide administrative support related to data entry, invoicing, monthly mailings, and other recurring business activities.
• Establish and maintain organized electronic and physical filing systems to ensure records are accurate, current, and easily accessible.
• Provide day‑to‑day administrative and project support to managers, engineers, technical professionals, and other team members.
• Communicate professionally with clients and prospective clients by phone and email, responding to inquiries and directing requests to the appropriate team members.
• Conduct occasional outbound calls to prospective clients or existing contacts as needed.
• Provide backup administrative coverage and assist other team members during periods of increased workload.
• Perform additional administrative and project coordination responsibilities as assigned.

Qualifications

• Associate degree preferred; an equivalent combination of education and relevant professional experience will also be considered.
• 3+ years of administrative, project coordination, office support, or related professional experience.
• Experience working within an engineering, architecture, construction, technical services, testing, certification, or similar professional environment is preferred.
• Strong proficiency with Microsoft Office, including Word, Excel, Outlook, and related business applications.
• Comfortable learning and working within databases, CRM systems, project tracking tools, and other business software.
• Strong organizational and time‑management skills with excellent attention to detail.
• Ability to manage multiple assignments and deadlines while maintaining accuracy.
• Professional written and verbal communication skills.
• Strong proofreading, document preparation, and record‑management capabilities.
• Comfortable communicating directly with clients, prospective clients, managers, and technical professionals.
• Strong keyboarding and data‑entry skills; ability to type approximately 65-70 words per minute is preferred.

What We're Looking For

We're looking for someone who enjoys being the person who keeps things organized and moving forward. You should be comfortable working independently, following up on details, communicating with clients, and supporting several people or projects at the same time.

This is a strong opportunity for an administrative professional who wants to work in a technical, project‑oriented environment where organization, accuracy, communication, and follow‑through are valued.