Administrative Coordinator

REI Engineers, Inc.; Virginia Beach (VA); On-site; USD 25,000 - 39,000; Full time

Job summary

REI Engineers, Inc. in Virginia Beach is seeking an organized Office Support professional to help keep daily operations running smoothly. You will handle correspondence, filing, reports, and project documentation while supporting HR and client needs.

Responsibilities include coordinating deliveries, preparing transmittals, tracking expenses, booking travel, and assisting with meetings and tender materials. Proactive communication and confidentiality are essential.

Qualifications

• HS Diploma and 2+ years or relevant experience.
• Proficient with Microsoft Office.
• Organized and reliable.
• Confidential information handling expected.

Responsibilities

• Handle correspondence, supplies, coordinates deliveries and basic repairs; maintain filing systems and records.
• Prepare formatted reports and transmittals; track drawing revisions; ensure documents are retrievable for audits/QA.
• Assist project teams with progress reports and related documentation; record expenses and follow up on invoices.
• Book travel and set up new employees' workstation accounts; organize meetings and take minutes.
• Maintain branch license files, update trackers, and manage digital/physical records; coordinate COI distribution and insurance files.

Skills

Communication

Task planning

Documentation

Cross-functional coordination

Confidential information handling

Education

HS Diploma

Associate degree a plus

Tools

Microsoft Office

Job description

Position Summary

Handles most daily office work independently and keeps the branch(s) organized and running well. Supports admin and may support project tasks.

Essential Responsibilities

Office, Facilities, and Document Support

• Manages correspondence, supplies; coordinates deliveries and basic repairs; keeps filing systems and records updated.
• Arranges for small repairs, coordinates with vendors for maintenance, and keeps an updated list of office assets and supplies.
• Prepares formatted reports and transmittals; tracks drawing revisions; ensures documents are filed correctly and can be retrieved quickly for audits or QA/QC checks.

Project, Financial, and Procurement Support

• Assists project teams with preparation of progress reports and other project-related documentation.
• Records project expenses, prepares basic reports, and follows up with accounting or suppliers about invoices and payments. Ensures accurate and timely documentation of all transactions.

HR, Client, and Compliance Support

• Books travel and helps set up new employees' workstations or accounts.
• Organizes meetings and takes minutes; helps prepare tender documents and presentation materials for clients.
• Maintains accurate and complete branch license files, updates shared trackers and ensures all digital records and renewal confirmations are properly filed.
• Coordinates COI distribution for client contracts, assists with claims documentation, and ensures insurance files are complete and accessible.
• Perform other responsibilities as assigned.

Skills and Knowledge

• Communicates effectively with internal teams and clients by phone, email, and in person.
• Plans and tracks tasks, manages deadlines, and maintains clear filing systems.
• Comfortable using Word, Excel, PowerPoint, and Outlook for reports and presentations.
• Maintains digital and paper files for projects.
• Suggests improvements for organizing files or scheduling work.

Education and Experience

• HS Diploma and 2+ years or relevant experience; confident using Microsoft Office; organized and reliable. Or equivalent combination of education and experience.

Equivalent qualifications

• An equivalent combination of relevant education, certification, and experience may be considered, as determined by management and Human Resources.

Credentials identified for this career level include:

• High school diploma or equivalent; associate degree a plus.
• Microsoft Office proficiency.

Physical and Environmental Demands

• Primarily an office-based role with occasional travel between REI offices as needed.
• Prolonged periods of computer use and frequent communication by phone, email, and in person.
• Ability to handle confidential information with discretion.