Administrative Coordinator

Administrative Coordinator Olsson - 3.3 Des Moines, IA Job Details Full-time 1 day ago Benefits Wellness program Health insurance Dental insurance Paid time off Vision insurance 401(k) matching Qualifications Project team coordination Meeting minutes Google Workspace Contract management Report writing Greeting customers Project coordination Mid-level Improving operational efficiency 3 years Administrative experience Driving Quality control Smartsheet Contracts SharePoint Productivity software Office management Document management Cross-functional collaboration Business Associate's degree Travel scheduling Communication skills Technical Proficiency Stakeholder relationship building Cross-functional communication Full Job Description Company Description We are Olsson. We engineer and design solutions that improve the world around us. As a company, we promise to always be responsive, transparent, and focused on results - for our people, our clients, and our company. We're a people-centric firm, so it's no surprise our greatest asset is our people. The impact this creates is an environment that encourages our people to grow and be creative with their talents. This approach builds a culture that is uniquely Olsson. It allows us to grow our people as we grow our business. This, in turn, creates a lasting impact on the world around us. Job Description We are seeking a detail‑oriented and highly organized Administrative Coordinator to support project operations, office administration, and team coordination at our Des Moines, Iowa location. This role is ideal for someone who thrives in a dynamic environment, takes ownership of operational processes, and builds strong working relationships across teams. You will play a key role in project setup, contract administration, document production, scheduling, communication, and office operations. The ideal candidate will be proficient with platforms such as Deltek, Smartsheet, SharePoint, Google Workspace, and Microsoft Office.

Responsibilities:

Maintain and organize documentation, project folders, and permissions using platforms such as SharePoint, Smartsheet, Deltek, and Google Workspace. Facilitate communication between technical teams, clients, and internal departments. Prepare reports, update project records, and support data accuracy across systems. Occasionally drive to off‑site locations for pickups, deliveries, or client‑related errands. Provide front desk support by welcoming visitors, managing calls and mail, and coordinating with vendors as needed. Coordinate and schedule meetings, video calls, travel, and logistics for events, trainings, and client gift preparation. Prepare, track, and organize contracts, proposals, amendments, and related documents while ensuring compliance with corporate standards. Produce and format meeting minutes, agendas, reports, PowerPoint decks, and other client‑ready deliverables. Support technical teams with document quality control and formatting needs. Assist with office events, committee activities, office moves, furniture layouts, and vendor coordination. Support implementation of updated administrative procedures and contribute to efficiency improvements and onboarding enhancements.

You are passionate about:

Working collaboratively with others. Having ownership in the work you do. Using your talents to positively affect communities. What you bring to the team: A passion for collaboration, organization, and making a positive impact. Associate degree in business or related field preferred. 3+ years of experience in an administrative, project coordination, or office operations role. Proficiency in Microsoft Office Suite, Google Workspace, SharePoint, Smartsheet, and Deltek (or similar platforms). Strong verbal and written communication skills with a proven ability to deliver exceptional customer service. High attention to detail and the ability to manage multiple priorities in a fast‑paced environment. Ability to build trusted relationships with internal teams, leadership, and clients. Problem-solving skills and a proactive approach to challenges. Physical requirements include the ability to lift and transport up to 30 pounds. #LI-DNP Additional Information Olsson specializes in engineering and design, client advisory services, planning, field services, and environmental. Improving the world has been our mindset from the very beginning, back when Olsson first opened for business in 1956. And it will be our mindset for years to come. As an Olsson employee, you will: Receive a competitive 401(k) match Be empowered to build your career with tailored development paths Have the possibility for flexible work arrangements Engage in work that has a positive impact on communities Participate in a wellness program promoting balanced lifestyles In addition, full-time employees will receive our traditional benefits package (health care, vision, dental, paid time off, etc.) and the opportunity to participate in a bonus system that rewards performance. Olsson is an Equal Opportunity Employer. We encourage qualified minority, female, veteran, and disabled candidates to apply and be considered for open positions. We do not discriminate against any applicant for employment or any employee because of race, color, religion, national origin, sex, sexual orientation, gender identity, gender, disability, age, military status, or other protected status. Olsson understands the importance of privacy and is committed to protecting job applicants' personal information. Pursuant to the California Consumer Privacy Act, as amended by the California Privacy Rights Act (collectively, the "CCPA"), this notice explains Olsson's practices regarding the collection, use, and disclosure of personal information for job applicants residing in California. Please read this Notice carefully to understand our privacy practices. For more information about the types of information we collect and how we use it in connection with your general access and use of our website, please review our general California Privacy Notice here.