Administrative Coordinator

Fashion Institute of Design & Merchandising; Saint Louis Park (MN); On-site; USD 45,000 - 65,000; Full time

Job summary

HDR is seeking an Administrative Coordinator to provide comprehensive administrative support across the MN/WI Area. This on-site role is based in Saint Louis Park, MN, and supports Area leadership, business groups, and employees by coordinating meetings, managing communications, and delivering exceptional service across multiple offices.

The ideal candidate thrives in a fast-paced environment, demonstrates strong attention to detail, manages multiple priorities, and collaborates to support the

Qualifications

• Associate’s degree or equivalent in Business Admin, Communications, Marketing, or related field.
• 3+ years administrative/office coordination experience in a professional environment.
• Available during core business hours, Monday through Friday.
• Preference given to local candidates.
• Experience supporting multiple teams, departments, or offices.
• Experience with SharePoint content management and administration.
• Proficiency with MS Office Suite including Word and Outlook.
• Experience with workflow/project tools such as Asana/Smartsheet.
• Adobe InDesign or related design software is a plus.
• Strong organizational and detail-oriented approach.
• Excellent verbal and written communication.

Responsibilities

• Lead and coordinate in-house, client, and Area meetings and events, including logistics and food coordination.
• Support Area employee engagement activities and leadership visits.
• Provide executive administrative support to Area Manager and HR with reports and materials.
• Develop departmental administrative policies and procedures.
• Serve as primary Area timecard administrator and related processes.
• Create and distribute communications via email, SharePoint, and presentations.
• Prepare letters, memos, and organizational charts as needed.
• Create branded materials using InDesign and other design tools.
• Support multiple offices and business groups as needed.
• Back up receptionist duties and assist with general inquiries.

Skills

Organizational skills

Communication skills

Multitasking

Customer service

Attention to detail

Education

Associate’s degree in Business Administration, Communications, Marketing

Tools

MS Office

PowerPoint

SharePoint

Asana

Smartsheet

Adobe InDesign

Job description

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?
Watch Our Story: ' https://www.hdrinc.com/our-story'
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.
At HDR, our employee‑ownership model shapes everything we do, including how we support and care for our people. Our diverse service lines, including Water, Architecture, Building Engineering Services, Field Services, Power, Waste, Industrial, and Transportation reflect our commitment to shaping resilient, sustainable, and forward‑thinking communities around the world. Across these disciplines, our teams design and deliver solutions that safeguard public health, enhance quality of life, power innovation, and drive responsible growth. Whether advancing clean water, creating healing and learning environments, engineering next‑generation facilities, or building the infrastructure that moves people and energy, our work is rooted in technical excellence and a shared sense of purpose. Our employee‑owners collaborate across specialties, combining creativity, precision, and deep expertise to solve the most complex challenges facing our clients and communities.

We are seeking a proactive, highly organized Administrative Coordinator to provide comprehensive administrative support across the MN/WI Area. This role serves as a key resource for Area leadership, business groups, and employees by coordinating meetings and events, managing communications and SharePoint content, supporting operational processes, and delivering exceptional administrative service across multiple office locations. The ideal candidate thrives in a fast‑paced environment, demonstrates strong attention to detail, effectively manages multiple priorities, and takes a collaborative, customer‑focused approach to supporting the success of the MN/WI Area and its teams.

This is a full‑time position based on site in our St. Louis Park, MN office.

Responsibilities

Lead coordination and organization of in‑house, client, and Area‑Wide meetings and events, including ordering food and beverages and coordinating logistics for meeting and event organizers

Coordinate and support Area employee engagement activities, including All Staff meetings, recognition events, retirement celebrations, leadership visits, and other special events.

Assist the Area Administrative Manager, Area Manager and Human Resources with executive administrative support, leadership meeting and event coordination and support, preparation of operating plans, reports, presentations, and other materials as requested

Coordinate and develop departmental administrative policies and procedures

Serve as the primary area timecard administrator, assisting employees with the submission, approval and administration of timecards

Produce and distribute communications through email, SharePoint, presentations, and other Area initiatives

Develop, format, and edit letters, memos, reports, organizational charts, labels, and other business documents as requested

Utilize Adobe InDesign and other design tools to create and update branded communication materials, event signage, and wayfinding resources.

Provide administrative support to all business groups and offices throughout the MN/WI Area as needed

Coordinate business card requests and orders in accordance with company branding standards

Manage and maintain the food management system and support process improvements related to meeting and event coordination.

Assist and coordinate with other administrative staff to complete required support activities

Serve as a back up to the primary receptionist; answer and direct phone calls, deliver messages, and greet employees and visitors

Provide guidance to employees as necessary

Perform other duties as needed

Preferred qualifications

Associate’s degree in Business Administration, Communications, Marketing, or a related field

3 or more years of administrative, office coordination, or executive support experience in a professional environment.

Must be available during core business hours, Monday through Friday.

Preference given to local candidates.

Experience supporting multiple teams, departments, or office locations.

Experience coordinating meetings, events, and employee engagement activities.

Experience with SharePoint content management and administration.

Proficiency with Microsoft Office Suite, including advanced PowerPoint skills.

Experience with workflow and project management tools such as Asana, Smartsheet, or similar platforms.

Experience with Adobe InDesign or other graphic design software preferred.

Strong organizational and project coordination skills.

Strong attention to detail and ability to manage multiple priorities simultaneously.

Excellent verbal and written communication skills.

Ability to take direction from multiple levels of professional staff.

Ability to work independently while maintaining a high level of customer service and professionalism.

Ability to maintain confidentiality and exercise sound judgment in handling sensitive information.

Required Qualifications

• High School diploma or equivalent
• Excellent verbal and written communication including grammar, punctuation, proofreading, spelling and telephone skills
• Flexibility and ability to prioritize and handle multiple tasks and various managers in a fast‑paced environment
• Self‑motivated, well‑organized and detail‑oriented
• Ability to handle confidential information
• Proficiency with MS Office including Word and Outlook
• 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.

At HDR, we are committed to the principles of employment equity.

We are an Affi… Employe r.
We consider all qualified applicants, regardless of criminal histories, arrest and conviction records.

BusinessClass : Marketing and Admin

Primary Location

United States-Minnesota-Saint Louis Park

Industry

Administrative

Schedule

Full‑time

Employee Status

Regular

Job Posting

Aug 12, 2026