Administrative Coordinator

ADMINISTRATIVE COORDINATOR

At Salas O'Brien, we tell our clients that were engineered for impact. This passion for making a difference applies just as much to our team as it does to our projects. We are committed to living our values every day through collaboration, ownership, innovation, and a focus on creating lasting impact for our clients, our communities, and each other.

About Us

Founded in 1975, Salas O'Brien is an employee-owned engineering and professional services firm focused on achieving impact for our clients, our team, and the world. We provide integrated engineering and consulting services across numerous industries, including education, healthcare, science and technology, commercial, clean energy, and infrastructure. Our success is driven by talented professionals across engineering, operations, finance, human resources, information technology, marketing, and business development who work together to deliver exceptional results.

Job Summary

You are a highly organized professional who thrives in a collaborative environment. You enjoy supporting project teams, managing multiple priorities, and ensuring office operations and project deliverables are completed efficiently and accurately. You take pride in providing exceptional internal and external customer service while contributing to a positive workplace culture.

The Job

Our office in Laconia, NH is seeking an Administrative Coordinator to provide administrative, project coordination, document management, and office operations support for a multidisciplinary engineering and consulting team. We are looking for a motivated professional who enjoys working in a fast-paced environment and supporting a team committed to excellence.

Position Summary

The Administrative Coordinator provides administrative, project coordination, document management, and office operations support for a multidisciplinary engineering and consulting team. This role partners with engineers, project managers, commissioning personnel, and corporate staff to support project deliverables, office operations, and exceptional customer service.

Essential Duties and Responsibilities

Office Administration & Reception

• Serve as the primary point of contact for incoming office communications, including coverage of the main office telephone line and visitor reception.
• Greet and assist clients, vendors, employees, and visitors in a professional and customer-focused manner.
• Provide support regarding conference room scheduling, meeting logistics, and office resources.
• Coordinate and track the use of shared office assets, including company camera equipment, office keys, and parking passes.
• Provide backup support for mailroom, office supply, and other related functions as needed.
• Assist with Lunch & Learn events, vendor visits, training sessions, and meeting logistics, including room setup and audiovisual support.

Project Documentation & Deliverable Coordination

• Coordinate the preparation, formatting, quality review, assembly, and distribution of project specifications and technical documents.
• Prepare and package project deliverables, including Schematic Design (SD) Reports, Basis of Design (BoD) Reports, Arc Flash Studies, and other project documentation.
• Coordinate and format narratives and supporting documentation for addenda, bulletins, ASIs, CCDs, RFIs, and other construction administration activities.
• Edit, format, and distribute project correspondence, including memorandums, letters, transmittals, meeting agendas, meeting minutes, and client communications.
• Assist project teams with permit submission packages, including affidavits, narratives, energy compliance documentation, and related materials.
• Distribute, scan, organize, and maintain project-related documentation, including payment applications, change orders, contracts, and owner/contractor correspondence.
• Support the maintenance and updating of company master specifications.

Project Team & Information Management

• Create, maintain, and update project team directories, directory template, and project email distribution groups.
• Maintain project file systems and electronic records in accordance with company standards.
• Download and organize project photographs.
• Prepare and distribute the weekly project deadline calendar.

Technical & Team Support

• Provide administrative and document production support to engineering, commissioning, and construction administration staff.
• Assist staff with document formatting, Microsoft Office applications, and other routine software-related issues.
• Support project teams in meeting document production schedules and client deliverable deadlines.
• Support commissioning personnel with the preparation, formatting, editing, and distribution of meeting minutes, field reports, final reports, submittal letters, and project correspondence.

Employee Engagement & Office Culture

• Assist with the coordination and logistical support of employee recognition programs, wellness initiatives, seasonal celebrations, team-building activities, and other employee engagement events.
• Coordinate event logistics, vendor communications, scheduling, materials, and related administrative tasks for employee and office activities.
• Assist HR and office leadership with special projects, administrative initiatives, employee programs, and company events as assigned.
• Support community outreach, charitable initiatives, and company-sponsored employee activities.

Qualifications

• Associate degree in Business Administration, Office Management, Communications, or a related field preferred; equivalent experience considered.
• Three to five years of administrative, project coordination, document control, or professional office support experience, preferably within an engineering, architecture, construction, or professional services environment.
• Advanced proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Experience with Deltek Vantagepoint, Procore, Adobe InDesign, AIA Contract Documents, or similar project/document management systems preferred.
• Strong document formatting, editing, and quality control skills.
• Excellent organizational, communication, and customer service skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Demonstrated professionalism, confidentiality, and sound judgment.

Key Competencies

• Administration & Office Operations
• Project Coordination
• Document Control & Quality Assurance
• Client Service & Communication
• Organization & Time Management
• Attention to Detail
• Problem Solving
• Teamwork & Collaboration
• Adaptability
• Professional Judgment & Confidentiality

Why Work for Salas O'Brien?

With a culture built on ownership, collaboration, and professional growth, Salas O'Brien offers employees the opportunity to make a meaningful impact while building rewarding careers.

Our employees enjoy:

• A variety of projects and clients
• Collaboration with industry experts
• Opportunities for professional growth and advancement
• An ownership-driven culture
• Employee ownership opportunities
• Competitive compensation and benefits

We also offer comprehensive benefits, professional development and licensure reimbursement, flexible work arrangements, and resources that support employee well-being.

Location: Laconia, NH

Travel: Minimal to none

Compensation & Benefits:

The expected base hourly range for this role is $25.00 - $30.00 USD. Actual compensation will be determined based on several factors including skills, experience, qualifications, and location.

This role is also eligible for performance-based bonuses and a comprehensive U.S. based benefits package, including:

• Medical, dental, and vision insurance
• 401(k) with company match
• Paid time off and company holidays
• Wellness programs and employee assistance resources
• Professional development support

For more information, visit our full benefits overview here. Salas OBrien US Benefits Website

Equal Opportunity Employment Statement

Salas O'Brien provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by applicable law. Salas O'Brien will accommodate the disability-related needs of applicants as required by law.

Third-Party Agency Notice

Salas O'Brien does not accept unsolicited resumes from external recruiters or agencies. We only work with approved partners engaged directly by our Talent Acquisition team for specific searches. Unsolicited submissions will not be eligible for placement fees.