Project Coordinator/Receptionist

Terracon; St. Louis (MO); On-site; USD 42,000 - 54,000; Full time

Job summary

Terracon in St. Louis is seeking an organized Administrative Coordinator to support our project teams and office operations.

The role involves coordinating schedules, client communications, and financial tracking to ensure safe, timely, and high-quality project delivery. You will work closely with project managers, finance staff, and local offices, handling proposals, invoicing, document control, and general admin tasks while maintaining a strong customer service mindset and adaptability to

Qualifications

• Strong organizational, communication, and multitasking skills.
• Proficiency with Microsoft Office and business software systems.
• Ability to manage multiple priorities while maintaining accuracy and attention to detail.
• Experience supporting projects, office operations, financial processes, or administrative functions preferred.
• Strong customer service mindset and ability to work effectively with diverse teams and clients.
• Adaptability to changing systems, processes, and role expectations, with a proactive approach to problem-solving.

Responsibilities

• Coordinate project schedules, milestones, deliverables, resources, and budgets.
• Order supplies and manage subcontractor POs, invoicing, processing, and tracking.
• Keep teams and leadership informed of progress, risks, delivery issues, and changes.
• Communicate with client contacts on scope, pricing, status, and access.
• Coordinate proposals, work authorizations, task orders, and change orders.
• Provide training and guidance to Operations on client programs, requirements, and systems.
• Provide general administrative support, onboarding, and office services.
• Follow safety requirements and maintain quality standards.

Skills

Organizational skills

Communication skills

Multitasking

Tools

Microsoft Office

Job description

General Responsibilities:

Coordinateproject activities, client communication, schedules, financial tracking, proposals, and documentation. The role also serves as the first point of contact for visitors and callers and provides general office support. This position works closely with project managers, financial staff, local offices, and office leadership to support safe,timely, and high-quality project delivery.

Essential Roles and Responsibilities:

• Coordinate project schedules, milestones, deliverables, resources, budgets, and status updates across multiple assignments.

• Order project supplies and manage subcontractor purchase order invoicing, including generation, processing, and tracking.

• Keep project teams and leadership informed of progress, risks, delivery issues, and changes.

• Communicate with key client contacts as needed or as directed regarding scope, pricing, quality, project status, report delivery, and system access; maintain current client contact information.

• Work with local offices to communicate and follow client-specific requirements.
• Coordinate proposals, work authorizations, task orders, and change orders; clarify requirements and follow up as needed.
• Partner with project teams and financial analysts/accountants on project setup, budgets, schedules, invoicing, and Accounts Receivable (AR).
• Maintain project tracking tools, client documentation,TerraNetresources, CRM records, templates, and program manuals.
• Support resource assignments, client communication plans, document control, utility locating, clearances, and other project needs.
• Perform assigned engineering support tasks, which may include drawings, boring or test-pit plans and logs, drilling coordination, and classification of soil and rock samples.
• Provide training and guidance to Operations on client programs, requirements, and systems.
• Greet visitors,answerand route calls, manage visitor sign-in, coordinate meeting rooms, and distribute mail and deliveries.
• Provide general administrative, onboarding, supply, fleet, asset, and office support as assigned.
• Follow safety requirements,participatein pre-task planning, report concerns, andmaintainquality standards.
• Perform other duties as assigned

Requirements:

• Strong organizational, communication, and multitasking skills.
• Proficiency with Microsoft Office and business software systems.
• Ability to manage multiple priorities while maintaining accuracy and attention to detail.
• Experience supporting projects, office operations, financial processes, or administrative functions preferred.
• Strong customer service mindset and ability to work effectively with diverse teams and clients.
• Adaptability to changing systems, processes, and role expectations, with a proactive approach to problem-solving and continuous improvement.