Project Coordinator

Job Title:

Administrative Assistant / Project Coordinator Job Description The Administrative Assistant / Project Coordinator provides high-level administrative and project coordination support in a specialized civil engineering environment. This role supports multiple projects and teams in the Scottsdale, Arizona office by preparing professional documents, coordinating project activities, maintaining accurate records, and ensuring smooth day-to-day office operations. The position is ideal for a detail-oriented, highly organized individual who can manage multiple priorities, communicate effectively, and contribute to the successful delivery of engineering and construction-related projects. Responsibilities Prepare professional business correspondence, including proposals, subconsultant agreements, change orders, purchase orders, specifications, meeting minutes, letters, memos, reports, tables, and spreadsheets, ensuring accuracy and consistency with company standards. Edit and format text for engineering staff, print and assemble documents, coordinate plan plotting, and work with the graphics department to develop and produce report covers and other deliverable materials. Coordinate printing, binding, and assembly of physical copies of project deliverables, ensuring timely and complete submittals. Assist in developing project plans, including defining scope, schedule, and budget details in collaboration with project teams. Support purchasing and shipping of project-related materials and equipment, ensuring accurate documentation and timely delivery. Assist with the compilation, preparation, and submittal of project permitting documentation to regulatory agencies. Help develop project timeline schedules and update monthly project status reports to reflect current progress and milestones. Attend project and internal meetings as requested, take detailed notes, transcribe them into a formal format, and distribute them to appropriate stakeholders. Assist with tracking contracting and billing activities, including monitoring project progress, tracking subconsultant progress, and supporting invoicing activities. Support the preparation, organization, and maintenance of contract documents, including files, cost tracking records, documentation, and compliance materials for federally and state-funded projects. Assist with the preparation of presentations and other marketing materials on an as-needed basis. Perform general office tasks for a small office, including managing office supplies, maintaining office equipment, preparing shipping packages, and handling incoming and outgoing mail. Assist with answering incoming office calls, providing professional and courteous customer service and routing calls appropriately. Support management with calendar coordination, scheduling appointments, preparing expense reports, arranging travel, and tracking project-related activities. Maintain and update the company's client database within a proprietary system, ensuring data accuracy and completeness. Initiate engineering proposals and job files, organize and manage correspondence files, and maintain orderly project documentation. Perform accurate data entry and document control activities to support project coordination and administrative functions. Collaborate with project teams on construction administration and project coordination tasks, including change order support and project administration activities. Work closely with colleagues in the administrative group, supporting multiple divisions and shifting between projects as needed. Perform other related administrative and project coordination tasks as assigned. Essential Skills Minimum of five years of administrative experience, preferably in an engineering environment. Demonstrated excellent verbal and written communication skills, including the ability to prepare clear and professional documents. Proficiency in Microsoft Office Suite, including Excel, Word, Outlook, PowerPoint, and Project. Proficiency using ProCore, Deltek, or similar project and financial management software. Ability to interface effectively and professionally with employees, managers, and officers at all levels of the organization. Proven history of maintaining a high degree of confidentiality and exercising sound judgment. Experience applying creative problem-solving skills to resolve administrative and project-related challenges. Demonstrated ability to prioritize and manage multiple tasks and deadlines in a fast-paced environment. Ability to work independently with minimal supervision as well as collaboratively as part of a team. Strong attention to detail and a track record of performing highly detail-oriented work successfully. Capability to perform accurate data entry, document control, and project coordination tasks. Strong customer service skills when interacting with internal and external stakeholders. Ability to sit for extended periods, use hands to handle or feel, and talk or hear regularly as part of daily duties. Ability to occasionally stand, walk, reach with hands and arms, and lift or move up to 30 pounds. Close vision capability, with color vision being very helpful for certain tasks. Additional Skills & Qualifications Experience in architecture, engineering, construction, or related industries is a strong plus. Experience working in technology, design, production (TDP), architecture, engineering, and construction (AEC), or construction companies is beneficial; data center experience is a significant plus. Experience with project coordination, project administration, and project scheduling in a construction or engineering context. Experience in construction administration, including familiarity with change orders and project documentation processes. Strong skills in organizing and scheduling meetings, including calendar management and logistics coordination. Ability to work effectively in a team setting and contribute to a collaborative office environment. Comfort working in an office setting and remaining task-focused throughout the workday. Demonstrated ability to manage competing priorities while maintaining high-quality work. Interest in professional growth, with motivation to advance into higher-level roles over time. Work Environment This role is based in a professional office environment in Scottsdale, Arizona, within a specialized civil engineering setting focused on water, wastewater, stormwater management, and related infrastructure projects. The noise level is moderate and typical of an office, with work primarily performed at a desk using standard office equipment such as computers, phones, printers, and copiers. You will regularly use Microsoft Office applications and may work with project management and financial software such as ProCore and Deltek, as well as a proprietary client database system. The position involves frequent sitting and computer work, with occasional standing, walking, reaching, and lifting or moving items up to 30 pounds, such as boxes of documents or office supplies. The culture emphasizes teamwork, professionalism, and support for career development, offering a strong opportunity to grow into higher-level roles while contributing to meaningful engineering and construction projects. Job Type & Location This is a Permanent position based out of Scottsdale, AZ. Pay and Benefits The pay range for this position is $55000.00 - $75000.00/yr. blue cross blue shield full coverage Workplace Type This is a fully onsite position in Scottsdale,AZ. Application Deadline This position is anticipated to close on Jun 1, 2026. About Actalent Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options.

San Francisco Fair Chance Ordinance:

Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector:

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability. Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.