Administrative Project Coordinator at DDG

Job Type

Full-time

Location

Mobile Office - Mobile, AL 36608 US (Primary)

Category

Civil Engineering

Administrative Project Coordinator

Reports to: PM / SPM / BUL

FLSA Classification: Non- Exempt

Travel: 10%

Purpose

As a project coordinator, your primary responsibility will be to provide administrative support to your assigned team and project a professional company image through personal and phone interaction and inner-office coordination while utilizing sound judgment in recognizing the scope of authority.

Activities + Responsibilities

• Promote DDG’s core values, both internally and externally, and comply with the DDG Company Manual
• Manage and screen all calls, direct accordingly primary phone contact.
• Schedule meetings as needed.
• Conference room coordination.
• Assist in team travel arrangements as needed.
• Receive, sort and deliver mail.
• Maintain filing system organization for respective teams and individual projects.
• Assists department with transmittals and FedEx.
• Set up proposals.
• Completing and submitting Expense Reports
• Shop drawing management.
• Assist your organization as needed.
• Maintain deadline calendar and project status list for your department.
• Schedule and coordinate internal lunch and learns and continuing education seminars
• Order and maintain office supplies.
• Complete expense reports.
• Create transmittals and schedule Fed Ex deliveries, courier deliveries, and mail project documents.
• File, scan, and archive office files and project files.
• General clerical tasks for project managers
• Help manage your team’s individual continuing education records.
• Assist PM’s by drafting design proposals and amendments.
• Maintain proposal tracking system.
• Coordinate contract review for project managers.
• Manage project logs for construction administration that the receipt of pay applications and submittals.
• Assist the PM in preparing transmittals, reviewing documentation, punch lists, etc.
• Work with PMs and APMs to develop a reusable file structure template w/ typical document used on projects already saved in folders.
• Pick Up/ Drop off project related documents from clients, municipalities, etc.
• Manage approval agencies permitting systems including project submittals, tracking reviews and approvals.
• Assist in necessary project documents for project managers such as field reports, comment response letters, meeting notes, minutes, or agendas from DDG standard templates

Required Skills/Abilities

• Ability to identify and solve complex problems.
• Excellent verbal and written communication skills.
• Ability to be both creative and analytical.
• Extremely detail-oriented and accurate.
• Proficiency in Microsoft Office Suite

Qualifications

• Associate degree in a relevant field, bachelor’s degree preferred.
• Experience as an administrative assistant.

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
• Must be able to travel to various project sites.
• Must be able to access and navigate job sites and construction areas.

EEO Statement

DDG is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. DDG makes hiring decisions based solely on qualifications, merit and business needs at the time.

Other duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Benefits

DDG offers a comprehensive benefit package which includes:

• 401(k) retirement plan with a generous company match
• Medical Insurance Plan
• Voluntary Vision Insurance
• Voluntary Dental Insurance
• Life Insurance
• Short-term & Long-term Disability Insurance

About DDG

DDG is a comprehensive design firm and is exceptionally experienced in managing all aspects of a development project. In addition to our design services, we also provide clients with conceptual site planning and master planning, site investigation reports, assisting with property acquisitions, representation at public hearings, permitting, entitlements, and construction administration. In the 29 years since our founding, our unwavering commitment to client service excellence has allowed us to grow into a multidisciplinary regional firm with over 200 full-time employees and 10 offices across South Louisiana, Mississippi, Alabama, and Texas – Thibodaux (headquarters), Covington, Baton Rouge, St. George, New Orleans, Lafayette, Gautier, Mobile, Fairhope, and Houston.