Operations & Administrative Coordinator

Eg; Franklin Township (NJ); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Health insurance

Opportunity for advancement

Paid time off

Vision insurance

401(k) matching

Bonus based on performance

Competitive salary

Dental insurance

Job summary

EG&R Engineering, PC is seeking an Operations & Administrative Coordinator to support the day-to-day operations of our growing engineering firm. This role provides administrative and business support across office operations, accounting coordination, proposal preparation, recruiting administration, and other company initiatives.

The ideal candidate is an intelligent and resourceful professional who learns quickly, manages competing priorities effectively, and takes ownership of assignments

Qualifications

• Bachelor’s degree preferred in business-related field.
• 2–5 years of administrative, operations, or office management experience.
• Strong organizational skills with ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication and professional style.
• Proficiency with Microsoft Office (Outlook, Word, Excel) and ability to learn new tools.

Responsibilities

• Support the COO and leadership with daily administrative and operational tasks.
• Coordinate office needs, supplies, vendors, mail, records, and admin functions.
• Assist with AP/AR, including invoice tracking, vendor docs, and expense organization.
• Support proposal preparation, document coordination, deadlines, and materials.
• Provide recruiting administration support and HR onboarding/offboarding tasks.
• Schedule meetings, manage calendars, and track action items and follow-ups.
• Prepare spreadsheets, trackers, and reports to support operations.
• Handle client, vendor, and regulatory records (W‑9s, COIs, agreements).
• Support compliance deadlines and corporate recordkeeping; identify workflow improvements.

Skills

Organizational skills

Time management

Written communication

Verbal communication

Attention to detail

Problem solving

Independent work

Microsoft Office

Education

Bachelor’s degree in Business Administration / related field

Tools

Microsoft Office Suite

Excel

Outlook

Word

Job description

Benefits

• Health insurance
• Opportunity for advancement
• Paid time off
• Vision insurance
• 401(k) matching
• Bonus based on performance
• Competitive salary
• Dental insurance

Position Summary

EG&R Engineering, PC is seeking a highly organized, proactive, and detail-oriented Operations & Administrative Coordinator to support the day-to-day operations of our growing engineering firm. This role will provide administrative and business support across office operations, accounting coordination, proposal preparation, recruiting administration, and other company initiatives.

The ideal candidate is an intelligent and resourceful professional who learns quickly, manages competing priorities effectively, and takes ownership of assignments from start to finish. This position offers broad exposure to the business side of an engineering firm and the opportunity to take on increasing responsibility as EG&R continues to grow.

Reporting Structure

This position reports to the Chief Operating Officer (COO) and will work closely with company leadership, project managers, engineers, and external business partners as needed.

Key Responsibilities

• Support the COO and company leadership with day-to-day administrative and business operations.
• Coordinate general office needs, supplies, vendors, incoming correspondence, records, and other administrative functions to help maintain an organized and efficient workplace.
• Assist with Accounts Payable and Accounts Receivable administration, including invoice tracking, vendor documentation, expense organization, payment support, and follow-up as directed.
• Support proposal preparation, including document coordination, formatting, assembling required information, tracking deadlines, and maintaining proposal and qualification materials.
• Provide administrative support for recruiting activities in coordination with EG&R’s recruiting resources
• Assist with employee onboarding and offboarding administration, personnel documentation, benefits-related coordination, and other HR administrative tasks as assigned.
• Coordinate meetings, calendars, internal communications, follow-ups, and action items as needed.
• Prepare and maintain spreadsheets, trackers, reports, and other tools used to support business operations.
• Assist with client, vendor, subcontractor, and business documentation, including W-9s, certificates of insurance, agreements, and other required records.
• Help track important deadlines, renewals, registrations, certifications, and other company compliance or administrative requirements.
• Identify opportunities to improve administrative workflows, organization, and efficiency and help implement practical solutions.
• Provide support for special projects and company initiatives as needs arise in a growing organization.

Qualifications

• Bachelor’s degree preferred in Business Administration, Management, Finance, Accounting, Human Resources, Communications, or a related field.
• 2-5 years of experience in an administrative, operations, office management, business coordination, or similar role preferred.
• Strong organizational and time management skills with the ability to manage multiple priorities, deadlines, and follow-ups simultaneously.
• Excellent written and verbal communication skills and a professional communication style.
• High attention to detail, accuracy, and follow-through.
• Ability to learn quickly, exercise good judgment, solve problems, and work independently with appropriate direction.
• Proficiency with Microsoft Office, particularly Outlook, Word, and Excel, required.
• Experience supporting accounting, proposals, recruiting, HR administration, or professional services operations is a plus.
• Ability to handle confidential business and employee information with discretion and professionalism.
• Experience in an engineering, architecture, construction, consulting, or other professional services environment is a plus.
• Valid driver’s license may be required for site visits or project-related travel.

Core Competencies

• Organization and Follow-Through
• Multitasking and Prioritization
• Communication
• Time Management
• Attention to Detail
• Problem Solving
• Initiative and Ownership
• Adaptability and Quick Learning
• Professionalism and Discretion
• Process Improvement
• Team Collaboration