Receptionist/Administrative Project Coordinator

HDR; Detroit (MI); On-site; USD 42,000 - 52,000; Full time

Job summary

HDR, an employee‑owned design and engineering firm, seeks an organized administrative professional to support front‑office operations for projects. This 100% in‑office role requires coordinating reception, guest access, meetings, and document control within HDR's Quality Management System (QMS).

You will work with project managers to set up project folders, schedules, and communications, prepare reports, and ensure brand and client standards are followed.

Qualifications

• Associate degree in a closely related field or combination of education and relevant experience.
• Minimum of 1 year 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.

Responsibilities

• Handle front desk reception duties including answering calls, screening and directing mail and packages.
• Greet visitors, administer guest log‑in, and issue security badges.
• Maintain kitchen supplies and refreshments as needed.
• Maintain and schedule Conference Rooms and coordinate meetings.
• Support project managers in understanding and applying HDR’s QMS; schedule reviews and prepare follow‑ups.
• Set up project folders, PM Plans, and communication tools for new projects.
• Provide admin support during execution, maintain files, and assist with reports and invoices.
• Coordinate meeting logistics: Outlook invites, materials, minutes, and follow‑ups.
• Organize data from project software into reports and dashboards.
• Edit deliverables for format, grammar, and consistency.
• Communicate with clients regarding procedures and standards.
• Ensure branding and client standards are followed.
• Work with minimal supervision to meet deadlines.
• All other duties as assigned.

Skills

Microsoft Word

Microsoft Excel

Front desk

Administrative support

Education

Associate degree

Bachelor’s degree

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.

The function of this role is to aid in front‑office operations and provide administrative support for projects. It involves assisting the office to guarantee that daily operations run smoothly and supporting the project manager to ensure that projects comply with HDR’s Quality Management System (QMS). This encompasses delivering administrative support and assistance to the project managers. This position requires 100% in‑office presence.

Typical responsibilities will include the following:

• Responsible for all front desk reception duties including answering, screening and directing phone calls, distribution of incoming faxes, mail, and all aspects of UPS packages.
• Greet employees and visitors, administer guest log‑in, distribute security badges to all guests as well as complete exit procedures.
• Maintain kitchen; including but not limited to, cleaning and stocking supplies when needed (paper towels, coffee, beverages, etc.)
• Maintain Conference Rooms, including but not limited to, tracking office staff calendars, scheduling conference calls and reaching out to meeting organizers for set‑up requests, place food orders for meetings as approved, supplying and replenishing refreshments, cleaning as soon as a meeting is over
• Work with project managers to ensure 100% compliance with the requirements of HDR’s QMS. The project coordinator will need to: gain a full understanding of the QMS program; be able to accurately explain the requirements to project managers; and be responsible for project review meeting scheduling, document preparation, participation, and follow‑up.
• Work with project managers to efficiently set up their projects including creating of project folders, developing Project Management Plans, Quality Management Plans, loading project review and quality check schedules into HDR’s project management software, setting up project mailboxes, setting up communication tools, and setting up project review and kickoff meetings.
• Provide administrative support during project execution including meeting coordination, maintaining accurate files from project kickoff through closeout, performing document control for incoming and outgoing documents, assisting project managers with project status updates/reports/invoices, and assisting with deliverable development and coordination.
• Coordinating all aspects of meetings including sending Outlook invitations, finalizing and distributing electronic materials, printing handouts, attending meeting and capturing meeting minutes.
• Record completion of project review meetings, finalized Quality Control Activities, and similar activities.
• Download financial and labor data from HDR’s project management software and organize it into comprehensive reports and dashboards for internal or external presentations.
• Technical editing of deliverables. This generally consists of proofreading and working with technical staff to edit documents for format, consistency, grammar, spelling, and punctuation.
• Communicate clearly and effectively with both internal and external clients regarding project inquiries or department procedures/requirements.
• Ensure compliance with corporate branding and template standards as well as client standards and expectations.
• Work under minimal supervision and meet compressed deadline.
• All other duties as assigned

Preferred Qualifications

• Bachelor’s degree
• Experience in the consulting industry supporting projects and project managers

LI‑EV1

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.