Administrative Project Coordinator

HDR; Chicago (IL); On-site; USD 46,000 - 76,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Short and long-term disability

Life insurance

Employee assistance program

Paid time away

Parental leave

Paid holidays

Retirement savings plan with employer‑

match

Employee referral bonus

Tuition reimbursement

Job summary

HDR is seeking a BES Administrative Project Coordinator to organize and manage project documents, coordinate meetings, and ensure QA guidelines are followed throughout project execution. You will support multiple project managers and multidisciplinary design teams to keep deliverables on schedule.

The role requires strong Microsoft Word/Excel skills, familiarity with Bluebeam and project suites, and effective communication with owners, architects, engineers and subcontractors.

Qualifications

• Associate degree or equivalent combination of education and experience.
• Proficiency in Microsoft Word and Excel.

Responsibilities

• Create and maintain electronic files.
• Order insurance and monitor certificates.
• Apply QA guidelines for project documents.
• Assist with meetings and presentations.
• Coordinate communication among project stakeholders.
• Provide formatting, editing, and organization of documents.
• Prepare, edit, and format project specifications at each stage.
• Support project managers with status updates, reports, and invoices.
• Coordinate submittals and RFIs to A/E teams.

Skills

Microsoft Word

Microsoft Excel

Communication

Team collaboration

Bluebeam

Google Project Suite

Microsoft Teams

SpecsIntact/Vis iSpecs

Education

Associate degree in a closely related field

Tools

Bluebeam

Microsoft Word

Microsoft Excel

Google Project Suite

Teams

VisiSpecs

SpecsIntact

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.

In the role of BES Administrative Project Coordinator, we'll count on you to:

• Create and maintain electronic files
• Order insurance and monitor insurance certificates
• Apply company quality assurance guidelines and procedures for project document management
• Assist with and help coordinate meetings and presentations
• Exhibit professionalism with clients
• Well-organized, detail-oriented, and demonstrated ability to communicate clearly
• Work with multiple Project Managers and project teams as needed
• Coordinate the work of multidiscipline design teams
• Coordinate workload through the entire project development to complete documents on schedule.
• Ensure product deliverables meet quality standards.
• Support project team members on the completion of documents, including supporting the formatting, word processing, editing and organization of project documents, reports and correspondence
• Create, develop, and edit PDF files, Word documents and templates, Excel spreadsheets and charts and PowerPoint presentations based on input from project team members. Other software may be used on a project specific basis.
• Provide administrative support during project execution including internal and external meeting coordination, maintaining accurate files from project kickoff through closeout, document control for incoming and outgoing documents, assisting project managers with project status updates/reports/invoices, assist with project guides, project reviews, and assisting with deliverable development and coordination.
• Coordinate communication between owners, architects, engineers, contractors, and subcontractors to keep the project aligned and on schedule
• Technical editing of deliverables. This generally consists of proofreading deliverables and working with technical staff to edit documents for format, clarity, consistency, grammar, spelling, and punctuation.
• Manage the documents, workflows, and communication that support project delivery during construction
• Establish a document filing, distribution, retrieval, and management system that provides for the identification of project records, and distribution, tracking, action notification and status reporting of items requiring iterative review and comment, response or signature to reach closure.
• Manage, log and route submittals and RFIs to A/E team and ensure they are reviewed and approved on time
• Prepare, distribute, and proofread/ format project specifications at each deliverable stage and during construction
• Assist the Project Manager with Change Control and Risk Management
• Responsible for many different aspects of a project
• Work under minimal supervision and meet compressed deadlines
• Develop project management plans and quality management plans
• Coordinate with the Project Manager, Accounting, Operational and Business Leadership for regular project reviews
• Prepare, organize and coordinate contracts and sub-contracts; coordinate and monitor sub-contractor information such as quality management plans and deliverables.
• Assist with change orders, purchase orders, and procurement as needed
• Coordinate internal and external meetings and presentations
• Perform other duties as needed

Preferred Qualifications

• Previous experience at an Architecture/Engineering firm is a plus
• Previous experience in construction administration is a plus
• Strong desire to stay current with the trends of the fast-paced industry
• Technical writing skills
• Proficiency with Bluebeam and Microsoft Outlook, Google Project Suite, Teams, Word and Excel.
• Experience with VisiSpecs, SpecsIntact or similar software
• Maintain project correspondence, transmittals, and an auditable document trail during construction
• Administer contracts, including issuing and maintaining contract documents, amendments
• Apply knowledge of regulatory compliance, including permits, building codes, and quality standards

Required Qualifications

• Associate degree in a closely related field or combination of education and relevant experience
• A minimum of 1 years related experience
• Proficiency in Microsoft Word and Excel
• 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.

We provide a comprehensive benefits package that promotes employee ownership, employee health, performance, and success, which includes medical, dental, vision, short and long-term disability, life insurance, an employee assistance program, paid time away, parental leave, paid holidays, a retirement savings plan with employer match, employee referral bonus and tuition reimbursement. The expected compensation range for this position depends upon skills, experience, education and geographical location. (Stated benefits are for full-time regular positions. Temporary and part-time roles eligible for limited benefits.) Illinois: $46,151.00 - $76,340.00 Primary Location:United States-Illinois-Chicago Other Locations:United States-Illinois-Springfield, United States-Indiana-Indianapolis, United States-Illinois-Rosemont Industry:Administrative Schedule:Full-time Employee Status:Regular BusinessClass:Marketing and Admin Job Posting:Aug 24, 2026

At HDR, we are committed to the principles of employment equity. We are an Affinity Action and Equal Opportunity Employer (https://www.hdrinc.com/equal-employment-opportunity-employer). We consider all qualified applicants, regardless of criminal histories, arrest and conviction records.