Administrative Coordinator

<div class="content-intro"><div>
<h2 class="title">Company Description</h2>
</div>
<p>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.</p>
<p>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.</p></div><p><span style="font-size: 18pt;"><strong>Job Description</strong></span></p>
<p><span data-contrast="auto">Olsson is seeking a highly organized and proactive Administrative Coordinator to support our front desk and Transportation team in Oklahoma City. This role is designed for someone who enjoys balancing office coordination with hands-on projects and technical support. You will help keep the office running smoothly while partnering with engineers, project managers, and technical staff to organize project information, prepare documents, coordinate schedules, and support accurate, timely project delivery. </span><span data-ccp-props="{}"> </span></p>
<p><span data-contrast="auto">The ideal candidate thrives in a fast-paced, collaborative environment, takes ownership of details, and can shift comfortably between front office needs and project-focused responsibilities. This position plays an important role in creating a professional office experience, strengthening team coordination, and helping transportation project teams stay organized and focused on client service. </span><span data-ccp-props="{}"> </span></p>
<p><strong><span data-contrast="auto">Responsibilities</span></strong><span data-ccp-props="{}"> </span></p>
<ul>
<li><span data-contrast="auto">Support front desk and office operations by welcoming visitors, managing incoming calls and mail, coordinating vendors, maintaining shared spaces, and helping create a professional and welcoming office environment. </span><span data-ccp-props="{}"> </span></li>
<li><span data-contrast="auto">Assist with office events, employee engagement activities, community service opportunities, onboarding, office moves, furniture layouts, and operational initiatives. </span><span data-ccp-props="{}"> </span></li>
<li><span data-contrast="auto">Provide day-to-day administrative support to the Transportation team. </span><span data-ccp-props="{}"> </span></li>
<li><span data-contrast="auto">Coordinate calendars, meetings, video conferences, travel arrangements, training sessions, client visits, and team events. </span><span data-ccp-props="{}"> </span></li>
<li><span data-contrast="auto">Support project setup, tracking, and closeout activities, including creating project folders, maintaining permissions, organizing records, and confirming information is complete and accurate across company systems. </span><span data-ccp-props="{}"> </span></li>
<li><span data-contrast="auto">Maintain and organize project documentation using platforms such as SharePoint, Smartsheet, Deltek, Google Workspace, and Microsoft Office. </span><span data-ccp-props="{}"> </span></li>
<li><span data-contrast="auto">Prepare, format, proofread, and assemble meeting agendas, minutes, reports, presentations, technical memoranda, correspondence, and other client-ready deliverables. </span><span data-ccp-props="{}"> </span></li>
<li><span data-contrast="auto">Assist technical staff with document quality control, formatting, version control, electronic filing, and final production needs. </span><span data-ccp-props="{}"> </span></li>
<li><span data-contrast="auto">Prepare, track, and organize contracts, proposals, amendments, NDAs, MSAs, subconsultant documents, and other project-related materials in accordance with company standards. </span><span data-ccp-props="{}"> </span></li>
<li><span data-contrast="auto">Facilitate communication among project managers, technical teams, clients, vendors, subconsultants, and internal departments. </span><span data-ccp-props="{}"> </span></li>
<li><span data-contrast="auto">Coordinate expense reporting, reconciliation, purchasing, office supplies, and other administrative processes. </span><span data-ccp-props="{}"> </span></li>
<li><span data-contrast="auto">Respond to routine and non-routine inquiries with professionalism, discretion, and strong customer service. </span><span data-ccp-props="{}"> </span></li>
<li><span data-contrast="auto">Occasionally drive to off-site locations for pickups, deliveries, meetings, or other business needs. </span><span data-ccp-props="{}"> </span></li>
<li><span data-contrast="auto">Identify opportunities to improve administrative and project support processes, increase efficiency, and enhance the team and office experience. </span><span data-ccp-props="{}"> </span></li>
</ul>
<p><strong><span data-contrast="auto">You Are Passionate About</span></strong><span data-ccp-props="{}"> </span></p>
<ul>
<li><span data-contrast="auto">Working collaboratively with others. </span><span data-ccp-props="{}"> </span></li>
<li><span data-contrast="auto">Taking ownership of your work and delivering high-quality results. </span><span data-ccp-props="{}"> </span></li>
<li><span data-contrast="auto">Creating organized, efficient processes that help technical teams succeed. </span><span data-ccp-props="{}"> </span></li>
<li><span data-contrast="auto">Providing exceptional service to colleagues, clients, and visitors. </span><span data-ccp-props="{}"> </span></li>
<li><span data-contrast="auto">Using your talents to positively affect communities. </span><span data-ccp-props="{}"> </span></li>
</ul>
<p><strong><span data-contrast="auto">What You Bring to the Team</span></strong><span data-ccp-props="{}"> </span></p>
<ul>
<li><span data-contrast="auto">Associate degree in business administration or related field preferred. </span><span data-ccp-props="{}"> </span></li>
<li><span data-contrast="auto">3+ years of experience in administrative support, project coordination, office operations, or a professional services environment. </span><span data-ccp-props="{}"> </span></li>
<li><span data-contrast="auto">Proficiency in Microsoft Office Suite, Google Workspace, SharePoint, Smartsheet, Deltek, or similar business and project management platforms. </span><span data-ccp-props="{}"> </span></li>
<li><span data-contrast="auto">Strong organizational skills with the ability to manage multiple priorities, deadlines, and shifting needs. </span><span data-ccp-props="{}"> </span></li>
<li><span data-contrast="auto">Excellent written and verbal communication skills with a professional, customer-focused approach. </span><span data-ccp-props="{}"> </span></li>
<li><span data-contrast="auto">High attention to detail and a commitment to accuracy, document quality, and follow-through. </span><span data-ccp-props="{}"> </span></li>
<li><span data-contrast="auto">Ability to build trusted relationships with technical staff, project managers, leadership, clients, and business partners. </span><span data-ccp-props="{}"> </span></li>
<li><span data-contrast="auto">Strong problem-solving skills, sound judgment, and a proactive mindset. </span><span data-ccp-props="{}"> </span></li>
<li><span data-contrast="auto">Ability to maintain confidentiality and handle sensitive information with discretion. </span><span data-ccp-props="{}"> </span></li>
<li><span data-contrast="auto">Interest in supporting technical project teams and learning transportation-related processes, terminology, and documentation. </span><span data-ccp-props="{}"> </span></li>
<li><span data-contrast="auto">Physical ability to lift and transport items up to 30 pounds. </span><span data-ccp-props="{}"> </span></li>
</ul>
<p><strong><span data-contrast="auto">Why This Role?</span></strong><span data-ccp-props="{}"> </span></p>
<p><span data-contrast="auto">In this role, you will be a key partner to the Oklahoma City Transportation team, combining strong office support with meaningful project coordination and document support. Your organization, attention to detail, and ability to anticipate needs will help technical professionals stay focused on delivering high-quality transportation solutions for clients and communities. </span><span data-ccp-props="{}"> </span></p>
<p> </p>
<p>#LI-DNP</p><div class="content-conclusion"><h2 class="title">Additional Information</h2>
<p>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.</p>
<p>As an Olsson employee, you will:</p>
<ul>
<li>Receive a competitive 401(k) match</li>
<li>Be empowered to build your career with tailored development paths</li>
<li>Have the possibility for flexible work arrangements</li>
<li>Engage in work that has a positive impact on communities</li>
<li>Participate in a wellness program promoting balanced lifestyles</li>
</ul>
<p>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.</p>
<p> </p>
<p>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.</p>
<p>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.</p>
<p>For more information about the types of information we collect and how we use it in connection with