Project Coordinator

Integra-Testing-Services; Wheeling (IL); Hybrid; USD 50,000 - 70,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Flexible remote work options

Professional development programs

Leadership training

Wellness initiatives and gym discounts

Career advancement opportunities

Job summary

Integra-Testing-Services is seeking a highly organized office administrator to manage daily operations in a hybrid office. You will coordinate administrative activities, streamline workflows, and foster a positive, inclusive workspace for both in-office and remote staff.

Key responsibilities include coordinating schedules, managing records, and supporting sales and project teams with data entry into the accounting system. Strong multitasking and communication are essential.

Qualifications

• High school diploma required; associate or bachelor’s preferred.
• Proven experience in office administration or executive support.
• Strong organizational and prioritization skills with attention to detail.
• Experience with data entry and office management software (MS Office, CRM).
• Experience supporting offsite field staff and in-office teams is a plus.

Responsibilities

• Oversee and coordinate office operations in a hybrid environment.
• Organize schedules, meetings, and events for in-person and remote teams.
• Manage supplies and equipment; calibrate as needed for onsite and offsite staff.
• Assist in onboarding new team members and orientation.
• Maintain accurate records: invoices, contracts, waivers, certs of insurance across systems.
• Enter project and change order data into the accounting system to support sales and PM teams.
• Develop systems to improve administrative efficiency and communication.
• Monitor compliance with company policies and safety standards.
• Provide general administrative support to leadership and team members.

Skills

Organizational skills

Data entry

Communication

Teamwork

Problem solving

Adaptability

Education

High school diploma

Associate or Bachelor's degree preferred

Tools

Microsoft Office

Salesforce

CRM systems

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.