Project Coordinator

Integra Testing Services; Wheeling (IL); Hybrid; USD 48,000 - 64,000; Full time

Benefits offered by this job

Health insurance

Paid time off (PTO)

Flexible remote work options

Professional development programs

Job summary

Integra Testing Services in Wheeling, IL, seeks a highly organized professional to manage daily hybrid office operations, coordinating administrative activities and streamlining workflows for in-person and remote staff.

You will support onboarding, maintain records and invoices, enter project data, and help improve communication. The role emphasizes accuracy, teamwork, and a proactive, inclusive culture. Experience with Office software and Salesforce is a plus.

Qualifications

• Proven experience in office administration, executive assistance, or related roles.
• Excellent organizational skills with the ability to manage multiple priorities.
• Proficient in data entry and office management software; Salesforce a plus.
• Experience supporting hybrid teams including offsite field staff.
• Strong verbal and written communication skills.
• Detail-oriented with accurate data entry and timely records.
• High school diploma required; associate or bachelor's preferred.
• Construction industry experience a plus.

Responsibilities

• Oversee and coordinate office operations for in-person and remote workflows.
• Organize schedules, meetings, and events.
• Manage office supplies and equipment calibration.
• Assist onboarding of new team members.
• Maintain records including invoices, contracts, waivers, and insurance certificates.
• Enter project and change order data into accounting system.
• Develop systems to improve administrative efficiency and communication.
• Monitor compliance with policies and workplace safety standards.
• Provide general administrative support to leadership and team members as needed.

Skills

Office Administration

Organization

Data Entry

Salesforce

Team Collaboration

Verbal & Written Communication

Hybrid Environment

Project Management Software

Education

High School Diploma

Associate Degree

Bachelor's Degree

Tools

Microsoft Office Suite

Job description

We’re looking for a highly organized and proactive professional to help manage the daily operations of our hybrid office environment. In this role, you’ll serve as the backbone of our team, coordinating administrative activities, streamlining workflows, and creating an inviting, efficient workspace. If you thrive in a dynamic setting and take pride in fostering a positive and inclusive atmosphere, we’d love to hear from you.

Job Responsibilities and Tasks

• Oversee and coordinate office operations, ensuring seamless in-person and remote workflows.
• Organize schedules, team meetings, and events, both in-office and virtually.
• Manage office supplies and equipment calibration, ensuring everything runs smoothly in office and offsite field staff.
• Assist in onboarding new team members, creating a welcoming and supportive experience.
• Maintain accurate records, including invoices, contracts, waivers, certificates of insurance, and other administrative records across various systems and applications.
• Support the sales and project management teams by entering project and change order data into the accounting system.
• Develop and implement systems to improve administrative efficiency and communication.
• Monitor compliance with company policies and workplace safety standards.
• Provide general administrative support to leadership and team members as needed.

Skills and Qualifications

• Proven experience in office administration, executive assistance, or related roles.
• Exceptional organizational skills and the ability to manage multiple priorities effectively. Detail-oriented, ensuring information and data are entered accurately and timely.
• Proficient in data entry and office management software, including Microsoft Office Suite and project management platforms. Experience with Salesforce is a plus.
• Experience working within a team that supports both offsite field staff and in-person office staff.
• Excellent verbal and written communication skills to interact professionally with employees, customers, vendors, and business partners while fostering collaboration in a hybrid environment.
• A proactive mindset with a strong focus on inclusivity and creating a positive team culture.
• Ability to adapt to changing priorities while maintaining attention to detail.
• A high school diploma or equivalent is required; an associate or bachelor’s degree in a related field is preferred.
• Experience: Experience in the Construction Industry is a plus

Company Benefits

• Comprehensive health, dental, and vision insurance.
• Generous paid time off (PTO) and flexible remote work options.
• Professional development programs and leadership training.
• An inclusive company culture with team-building activities and regular recognition.
• Wellness initiatives, including mental health resources and gym membership discounts.
• Opportunities for career advancement in a growing, dynamic organization.