Administrative Coordinator

Legence; San Diego (CA); On-site; USD 41,000 - 48,000; Full time

Job summary

SC Engineers in San Diego, CA is seeking an Administrative Coordinator to support project delivery and operations teams. This role coordinates project activities, maintains schedules and documents, and assists with financial and administrative tasks in QuickBooks Desktop and Deltek.

You will work closely with Project Managers, Accounting, clients, vendors, and internal stakeholders in a fast-paced engineering environment. Strong organizational and communication skills are essential.

Qualifications

• Bachelor's Degree in Business Administration or related field preferred.
• Experience in project coordination, project administration, office management, or related roles.
• Experience supporting multidisciplinary project teams and client-facing environments preferred.

Responsibilities

• Deliver outstanding client service and maintain relationships with clients, consultants, vendors, and internal stakeholders.
• Support Project Managers in coordinating project activities and communications.
• Serve as a point of contact for project-related administrative needs and documentation.
• Prepare executive correspondence, reports, and project documentation; organize project information and records.
• Enter and maintain project and financial data in QuickBooks Desktop and Deltek.

Skills

Project coordination

Administrative support

Client service

Microsoft Excel

Deltek

QuickBooks Desktop

Communication skills

Education

Bachelor's Degree in Business Administration

Tools

QuickBooks Desktop

Deltek

e-Builder

Bluebeam

Microsoft Office

Job description

Position Overview

SC Engineers is seeking a highly motivated Administrative Coordinator to support our project delivery and operations teams in San Diego, CA. This role is responsible for coordinating project activities, maintaining project documentation and schedules, supporting financial and administrative processes, and ensuring exceptional client service. The Administrative Coordinator will work closely with Project Managers, Accounting, clients, vendors, and internal stakeholders to support the successful execution of engineering and consulting projects. This position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

• Client & Stakeholder Engagement
  
  • Deliver outstanding client service and maintain positive relationships with clients, consultants, vendors, and internal stakeholders.
  • Support Project Managers in coordinating project activities and communications.
  • Serve as a point of contact for project-related administrative and coordination needs.
  • Assist with executive correspondence, reports, presentations, and project documentation.
• Operational Execution
  
  • Establish, maintain, and monitor project schedules and milestones.
  • Prepare and maintain project records, documentation, and tracking tools.
  • Create and maintain Excel spreadsheets and project reports.
  • Execute special assignments and operational support tasks as needed.
  • Enter and maintain project and financial data in QuickBooks Desktop and Deltek systems.
• Project & Cross-Functional Coordination
  
  • Lead coordination efforts for various design and engineering projects.
  • Collaborate with Project Managers, Accounting, and project teams to support project execution and deliverables.
  • Coordinate with vendors, consultants, and other stakeholders to facilitate project requirements.
  • Assist with project tracking, resource coordination, and administrative support functions.
• Documentation & Communication
  
  • Prepare executive correspondence, reports, presentations, and other business documentation.
  • Organize project information and maintain accurate project records.
  • Support project meetings by coordinating materials, tracking action items, and maintaining documentation.
  • Ensure accuracy and completeness of project and financial records.
• Financial & Administrative Support
  
  • Support Accounts Payable processes, vendor analysis, and account reconciliations.
  • Manage corporate credit card tracking and reconciliation activities.
  • Support employee timesheet administration and tracking.
  • Assist the Accounting Department with financial and administrative activities related to project execution.

Desired Skills and Experience

• Education & Credentials
  
  • Bachelor's Degree in Business Administration or a related field preferred.
  • Equivalent combination of education and relevant experience may be considered.
• Experience
  
  • Experience in project coordination, project administration, office management, or related business operations roles.
  • Experience supporting multidisciplinary project teams preferred.
  • Design, construction, engineering, and/or commissioning industry experience is a plus.
  • Experience working in client-facing environments preferred.
• Technical & Professional Skills
  
  • Strong interpersonal skills with a demonstrated ability to foster teamwork and achieve customer satisfaction.
  • Excellent written and verbal communication skills.
  • Strong organizational skills and exceptional attention to detail.
  • Advanced proficiency with Microsoft Office Suite, particularly Excel, Word, PowerPoint, and Outlook.
  • Familiarity with QuickBooks Desktop and Deltek is preferred.
  • Familiarity with e-Builder and Bluebeam is a plus.
  • Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
  • Strong analytical, problem-solving, and administrative skills.

Additional Notes

• Other duties may be assigned as needed to support project delivery and business objectives.
• This position offers opportunities for professional growth and career development within a collaborative and dynamic engineering environment.
• Salary: $30.00 to $35.00 per hour.

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