Administrative Coordinator: Hybrid Office & Project Support

Fuscoe Engineering, Inc.; Irvine (CA); Hybrid; USD 42,000 - 60,000; Full time

Benefits offered by this job

ESOP

401(k) with company match

Hybrid work after 90 days

Holiday closure (Christmas Eve – New Y

Life/AD&D/LTD

Paid time off and holidays

Professional development

Job summary

Fuscoe Engineering, Inc. in Irvine seeks a Front Office Coordinator to keep the office and project teams organized and running smoothly.

You’ll be the welcoming first point of contact, coordinating mail, deliveries, lobby and conference room setups, and supporting project accounting and administration. You’ll collaborate with project managers, engineers, and accounting professionals, gain exposure to diverse projects, and develop administrative, organizational, and communication skills in a

Qualifications

• 2+ years of administrative or office coordination experience.
• Strong organizational skills with ability to manage multiple priorities.
• Excellent written and verbal communication in a professional manner.
• Attention to detail and accuracy.
• Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Experience with Deltek Vantagepoint or CRM is a plus.
• Ability to work independently and with project teams.
• Proactive, dependable team player focused on organization.

Responsibilities

• Serve as the welcoming first point of contact for the office by professionally handling incoming calls, greeting visitors, managing deliveries, and maintaining a professional and inviting lobby and conference room environment.
• Manage incoming and outgoing mail and packages, including Certified Mail, UPS, and other tracked deliveries.
• Support the Office Manager with office facilities requests, supply ordering, inventory management, and maintaining kitchen and meeting room supplies.
• Provide administrative support to the Project Accounting team, including scanning and organizing accounts payable documents, contracts, change orders, business licenses, renewals, and other project-related records.
• Complete bi-weekly check log entries and assist with monthly credit card expense report distribution and expense report entry for field surveyors.
• Create and update job opportunities, job openings, internal and external change orders, firm and client contact information, and job closeouts using Deltek Vantagepoint.
• Prepare and format professional client deliverables, including proposals, subconsultant agreements, reports, letters, specifications, schedules, and other project documents.
• Incorporate photographs, diagrams, and other supporting materials into documents while ensuring deliverables meet company standards.
• Provide proactive administrative support, including filing, scheduling meetings, drafting correspondence, coordinating printing and shipping, and tracking submittals and deliveries.
• Conduct internet and telephone research to support projects, marketing, business development, sales, and general business needs.
• Provide back-up administrative support to other Information Coordinators during scheduled time off.
• Take initiative to identify administrative needs and help ensure projects and office operations stay organized and on schedule.

Skills

Administrative experience

Office coordination

Communication skills

Microsoft Office

Deltek Vantagepoint

Tools

Deltek Vantagepoint

Job description

Fuscoe Engineering, Inc. in Irvine seeks a Front Office Coordinator to keep the office and project teams organized and running smoothly.

You’ll be the welcoming first point of contact, coordinating mail, deliveries, lobby and conference room setups, and supporting project accounting and administration. You’ll collaborate with project managers, engineers, and accounting professionals, gain exposure to diverse projects, and develop administrative, organizational, and communication skills in a