Site Design Coordination Specialist

Olsson; Omaha (NE); On-site; USD 42,000 - 66,000; Full time

Benefits offered by this job

401(k) match

Flexible work arrangements

Wellness program

Bonus system

Job summary

Olsson in Omaha, NE is seeking an Administrative Coordinator to support the Site Design team. You will coordinate projects, manage scheduling, documentation, and communication, and serve as a primary partner to engineers, project managers, clients, and internal departments.

This role emphasizes organization, proactive problem solving, and reliable office operations. You will help with contracts, NDAs, MSAs, meetings, travel, and event support, while ensuring accuracy across company systems.

Qualifications

• Associate degree in Business Administration or a related field preferred.
• 3+ years of experience in an administrative, project coordination, office operations, or professional services environment.
• Strong proficiency in Microsoft Office Suite, Google Workspace, SharePoint, Smartsheet, Deltek, or similar platforms.

Responsibilities

• Provide administrative support to the Site Design team, including project coordination, scheduling, documentation, and communication.
• Serve as a primary point of contact for administrative support across multiple project teams.
• Coordinate meetings, video conferences, travel arrangements, training sessions, and team events.
• Maintain project records, folders, permissions, and documentation using platforms such as SharePoint, Smartsheet, Deltek, and Google Workspace.
• Support project setup, tracking, and data accuracy across company systems.
• Prepare, review, and organize contracts, proposals, amendments, NDAs, MSAs, and other project-related documents while ensuring compliance with company standards.
• Produce and format meeting agendas, meeting minutes, reports, presentations, and other client-facing deliverables.
• Assist technical staff with document quality control, formatting, and project documentation needs.
• Facilitate communication between project teams, clients, vendors, and internal departments.
• Respond to routine and non-routine inquiries with professionalism, discretion, and excellent customer service.
• Coordinate expense reporting, reconciliation, and other administrative processes.
• Support front desk operations by welcoming guests, managing incoming calls, handling mail distribution, and maintaining a professional office environment.
• Assist with office events, employee engagement activities, vendor coordination, office moves, and other operational initiatives.
• Occasionally travel to nearby office locations as needed to provide administrative coverage and support.
• Identify opportunities to improve processes, increase efficiency, and enhance the overall team experience.

Skills

Microsoft Office Suite

Google Workspace

SharePoint

Smartsheet

Deltek

Communication

Organization

Education

Associate degree in Business Administration or related field

Job description

Olsson in Omaha, NE is seeking an Administrative Coordinator to support the Site Design team. You will coordinate projects, manage scheduling, documentation, and communication, and serve as a primary partner to engineers, project managers, clients, and internal departments.

This role emphasizes organization, proactive problem solving, and reliable office operations. You will help with contracts, NDAs, MSAs, meetings, travel, and event support, while ensuring accuracy across company systems.