Wastewater Project Admin Pro: Logistics & Coordination

Jacobs Solutions Inc.; Oklahoma City (OK); On-site; USD 48,000 - 60,000; Full time

Benefits offered by this job

Health insurance

401(k)

Paid time off

Holiday pay

Employee stock purchase plan

Caregiver leave

Job summary

Jacobs Solutions Inc. in Oklahoma City, OK seeks a Wastewater Treatment Project Administrative Coordinator to support project leadership, field personnel, maintenance staff, vendors, subcontractors, and corporate support teams.

You will help keep daily operations running smoothly by coordinating administrative activities and maintaining project documentation. You’ll handle purchasing, maintenance processes, onboarding, scheduling, and reporting while adapting to evolving project needs.

Qualifications

• Three to five years of experience in administrative support, office coordination, project support, operations support, or a related area.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Strong organizational, time-management, and multitasking skills.
• Clear verbal and written communication skills.
• Strong attention to detail and the ability to maintain accurate records and documentation.
• Ability to work independently while supporting multiple departments and team members.
• Ability to handle sensitive and confidential information with professionalism and discretion.
• Valid driver’s license with no major infractions

Responsibilities

• Provide administrative support to project leadership, project managers, supervisors, maintenance personnel, and project staff.
• Serve as a primary point of contact for employees, visitors, vendors, contractors, and corporate support teams.
• Answer incoming calls, respond to inquiries, and greet visitors professionally.
• Coordinate meetings, conference calls, training sessions, project events, and related logistics.
• Maintain calendars, schedules, and project communications.
• Prepare correspondence, reports, presentations, spreadsheets, meeting materials, and other project documentation.
• Maintain organized and accurate electronic and hard-copy filing systems.
• Support document control activities, including tracking, distributing, filing, retaining, and organizing project and maintenance records.
• Maintain personnel files, training records, certifications, compliance documents, and other project records.
• Create purchase requisitions, process purchase orders, maintain purchasing records, and support procurement activities.
• Assist with invoice processing, expense tracking, vendor documentation, and related administrative functions.
• Coordinate with vendors, suppliers, and contractors regarding documentation, administrative requirements, and project needs.
• Track office, maintenance, and project supply inventories and coordinate replenishment.
• Create, update, track, and close work orders within company systems.
• Assist with scheduling, tracking, and reporting maintenance and operational activities.
• Maintain accurate equipment, asset, inventory, and maintenance records.
• Prepare and distribute routine reports related to project operations, maintenance, purchasing, inventory, and other business needs.
• Support employee onboarding, including new-hire paperwork, orientation scheduling, and required documentation.
• Coordinate travel arrangements, lodging, and other logistical needs for project personnel.
• Support company policies, procedures, safety requirements, and administrative processes.
• Protect sensitive employee and company information and maintain appropriate confidentiality.
• Build positive working relationships with employees, clients, vendors, and project stakeholders.
• Manage multiple assignments and adjust priorities as project needs change.
• Support special projects and other duties as assigned.

Skills

Organizational skills

Multitasking

Communication

Time management

Attention to detail

Discretion

Independent work

Confidential handling

Education

High school diploma or GED

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Microsoft Teams

Job description

Jacobs Solutions Inc. in Oklahoma City, OK seeks a Wastewater Treatment Project Administrative Coordinator to support project leadership, field personnel, maintenance staff, vendors, subcontractors, and corporate support teams.

You will help keep daily operations running smoothly by coordinating administrative activities and maintaining project documentation. You’ll handle purchasing, maintenance processes, onboarding, scheduling, and reporting while adapting to evolving project needs.