Administrative Coordinator

Olsson; Omaha (NE); On-site; USD 42,000 - 66,000; Full time

Benefits offered by this job

401(k) match

Flexible work arrangements

Wellness program

Bonus system

Job summary

Olsson in Omaha, NE is seeking an Administrative Coordinator to support the Site Design team. You will coordinate projects, manage scheduling, documentation, and communication, and serve as a primary partner to engineers, project managers, clients, and internal departments.

This role emphasizes organization, proactive problem solving, and reliable office operations. You will help with contracts, NDAs, MSAs, meetings, travel, and event support, while ensuring accuracy across company systems.

Qualifications

• 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 platforms.

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.

Skills

Microsoft Office Suite

Google Workspace

SharePoint

Smartsheet

Deltek

Communication

Organization

Education

Associate degree in Business Administration or related field

Job description

Company Description

We are Olsson. We engineer and design solutions that improve the world around us. As a company, we promise to always be responsive, transparent, and focused on results – for our people, our clients, and our company.

We’re a people-centric firm, so it’s no surprise our greatest asset is our people. The impact this creates is an environment that encourages our people to grow and be creative with their talents. This approach builds a culture that is uniquely Olsson. It allows us to grow our people as we grow our business. This, in turn, creates a lasting impact on the world around us.

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.

#LI-DNP

Additional Information

Olsson specializes in engineering and design, client advisory services, planning, field services, and environmental. Improving the world has been our mindset from the very beginning, back when Olsson first opened for business in 1956. And it will be our mindset for years to come.

As an Olsson employee, you will:

• Receive a competitive 401(k) match

• Be empowered to build your career with tailored development paths

• Have the possibility for flexible work arrangements

• Engage in work that has a positive impact on communities

• Participate in a wellness program promoting balanced lifestyles

In addition, full-time employees will receive our traditional benefits package (health care, vision, dental, paid time off, etc.) and the opportunity to participate in a bonus system that rewards performance.

Olsson is an Equal Opportunity Employer. We encourage qualified minority, female, veteran, and disabled candidates to apply and be considered for open positions. We do not discriminate against any applicant for employment or any employee because of race, color, religion, national origin, sex, sexual orientation, gender identity, gender, disability, age, military status, or other protected status.

Olsson understands the importance of privacy and is committed to protecting job applicants’ personal information. Pursuant to the California Consumer Privacy Act, as amended by the California Privacy Rights Act (collectively, the "CCPA"), this notice explains Olsson’s practices regarding the collection, use, and disclosure of personal information for job applicants residing in California. Please read this Notice carefully to understand our privacy practices.

For more information about the types of information we collect and how we use it in connection with your general access and use of our website, please review our general California Privacy Notice here (https://www.olsson.com/privacy-policy) .