Office Coordinator

Job Description:

Overview

The Office Coordinator supports the effective day-to-day operation of the office by coordinating office services, resources, administrative activities, and project support needs. This role serves as a central resource for office logistics and helps maintain an organized, responsive, and productive work environment.

Responsibilities

• Coordinate day-to-day office services, supplies, shared spaces, mail, deliveries, and related operational needs.

• Greet and assist visitors and callers professionally and ensure timely communication and message handling.

• Maintain conference rooms and shared office areas to ensure they are organized, presentable, and appropriately stocked.

• Maintain office supply inventory and coordinate orders and deliveries.

• Coordinate overnight shipments, courier requests, incoming correspondence, and the pick-up and delivery of engineering documents.

• Create, edit, and produce letters, proposals, reports, spreadsheets, memorandums, and other business documents.

• Provide documentation and coordination support to project managers, senior leaders, and project teams.

• Provide permitting coordination support to design teams, including tracking and supporting required documentation and submittals.

• Process and distribute sensitive and confidential information with discretion.

• Maintain, retrieve, and organize corporate documents, records, and reports using company systems and technology.

• Coordinate calendars, schedules, meetings, training, travel arrangements, and related logistics as requested.

• Prepare meeting materials and agendas and coordinate catering and logistics for internal and client-facing meetings and events.

• Monitor office operational needs and coordinate with appropriate internal teams or service providers to resolve routine issues.

• Support Project Managers by preparing and editing proposals, coordinating required documentation, and processing new project setup requests within company systems to ensure accurate and timely project initiation.

• Provide office and project support across teams as needed.

Qualifications

• High school diploma or equivalent required; associate’s or bachelor’s degree preferred.

• 3+ years of experience in office coordination, office administration, or a similar support role, preferably in a professional services or architecture, engineering, and construction environment.

• Experience supporting office operations, project teams, or professional staff.

• Experience with permitting coordination preferred.

• Strong proficiency in Microsoft Office, including Excel, Word, Outlook, and Teams; experience with enterprise resource planning, document management, or business intelligence systems preferred.

• Strong written and verbal communication and interpersonal skills.

• Strong organizational and time-management skills with attention to detail and accuracy.

• Ability to coordinate multiple priorities, meet deadlines, and respond effectively to changing needs.

• Ability to handle sensitive and confidential information appropriately.

• Ability to take initiative and operate with some independence while seeking guidance as needed.

• Strong customer-service orientation and dependable, professional approach.

• Typical workweek is Monday–Friday during standard business hours, with flexibility to work extended hours, weekends, and travel based on project needs.

If you need an accommodation or assistance with completing your application due to a disability or special need, please contact our team at HumanResources@pape-dawson.com or call (210) 375-9000.

EEO Statement:

All qualified applicants for Pape-Dawson Engineers will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.