Administrative Project/Office Coordinator
🔍 Hagatna, Guam
At HDR, our employee-owners are fully engaged in creating a welcoming environment where each of us is valued and respected, a place where everyone is empowered to bring their authentic selves and novel ideas to work every day. As we foster a culture of inclusion throughout our company and within our communities, we constantly ask ourselves: What is our impact on the world?
At HDR, our employee‑ownership model shapes everything we do, including how we support and care for our people. Our diverse service lines, including Water, Architecture, Building Engineering Services, Field Services, Power, Waste, Industrial, and Transportation reflect our commitment to shaping resilient, sustainable, and forward‑thinking communities around the world. Across these disciplines, our teams design and deliver solutions that safeguard public health, enhance quality of life, power innovation, and drive responsible growth. Whether advancing clean water, creating healing and learning environments, engineering next‑generation facilities, or building the infrastructure that moves people and energy, our work is rooted in technical excellence and a shared sense of purpose. Our employee‑owners collaborate across specialties, combining creativity, precision, and deep expertise to solve the most complex challenges facing our clients and communities
Watch Our Story:' https://www.hdrinc.com/our-story'
Each and every role throughout our organization makes a difference in our ability to change the world for the better. Read further to learn how you could help make great things possible not only in your community, but around the world.
The Administrative Project / Office Coordinator provides administrative, project, and office management support to Project Managers and project teams while ensuring the efficient day-to-day operation of the office. This role is responsible for project documentation, coordination of meetings and client communications, office administration, facilities coordination, vendor management, and maintaining organized systems that support business operations and project delivery.
Project Coordination & Administrative Support
Type, format, organize, and maintain project documents, reports, specifications, correspondence, and other project records.
Create, maintain, and manage both electronic and paper filing systems in accordance with company quality assurance and document control procedures.
Provide administrative support for multiple Project Managers, Construction Managers, and project teams simultaneously.
Manage office and project supply inventories, coordinate purchasing, and ensure resources are available to support project needs.
Assist Project Managers and Construction Managers with project documentation and document management activities utilizing platforms such as Newforma, ProjectWise, Procore, and other project management systems.
Coordinate project logistics and support the planning, scheduling, and execution of project activities.
Monitor project team deliverables and assist Project Managers in tracking submission deadlines to ensure timely and compliant project deliverables.
Assist Project Managers with project management activities, including schedule tracking, budget monitoring, invoicing, expense reporting, and financial reporting.
Coordinate project meetings, prepare agendas, record meeting discussions, and produce accurate meeting minutes, action items, and follow-up documentation.
Assist with project guides, project reviews, proposals, presentations, and client deliverables.
Support marketing and business development efforts through proposal production, formatting, assembly, and delivery.
Maintain professionalism and build positive working relationships with clients, consultants, subcontractors, vendors, and internal team members.
Assist with contract administration activities, including review and processing of contracts, subcontracts, subcontractor invoices, insurance certificates, and other project-related documentation.
Exercise diligence in managing project details, priorities, schedules, and deadlines while ensuring a high level of accuracy and attention to detail.
Perform other project coordination and administrative duties as assigned.
Office Coordination & Operations
Coordinate daily office operations to ensure an efficient, organized, and professional work environment.
Serve as the primary point of contact for visitors, vendors, building management, and service providers.
Manage office supply inventory and coordinate purchasing to maintain appropriate stock levels.
Coordinate office maintenance requests and facilities-related issues.
Manage incoming and outgoing mail, packages, and courier services.
Support onboarding activities, including workspace preparation, office orientation, badge access coordination, and equipment requests.
Assist with invoice processing, purchase orders, expense reporting, and vendor management.
Maintain office records and administrative documentation in compliance with company policies.
Support employee engagement initiatives and contribute to a positive workplace culture.
Ensure confidentiality when handling sensitive employee and business information.
Assist in maintaining office safety procedures and emergency preparedness requirements.
Preferred Qualifications
Bachelor's degree in Business Administration, Communications, Project Management, or a related field.
Experience supporting engineering, architecture, construction, consulting, or professional services projects.
Experience coordinating office operations, facilities, vendors, and administrative services.
Knowledge of contracts, subcontracts, and invoice processing.
Experience with project management or document management systems.
Exceptional attention to detail with the ability to produce accurate, high-quality work.
Strong prioritization and organizational skills, with the ability to effectively manage competing deadlines and multiple responsibilities.
Demonstrated ability to learn and adapt quickly to new software, systems, processes, and technologies.
Proactive problem-solving skills and the ability to work independently while maintaining a high level of professionalism and customer service.
Candidates currently residing in Guam will be given preference.
- Associate degree in a closely related field or combination of education and relevant experience
- A minimum of 1 years related experience
- Proficiency in Microsoft Word and Excel
- An attitude and commitment to being an active participant of our employee-owned culture is a must
What We Believe
HDR is our company. Together, we build on each other's life experiences and perspectives to make great things possible every day. This shapes our collaborative culture, encourages organizational trust and connects us closer to the clients and communities we serve.
Our Commitment
As employee owners, we all have a role in creating an inclusive environment where each of us is welcomed, valued, respected and empowered to bring our authentic selves to work every day.
Our eight Employee Network Groups (Asian Pacific, Black, Hispanic/Latino(a), LGBTQ+, People with Disabilities, Veterans, Women, Young Professionals) help create a sense of belonging and foster a supportive environment where everyone is empowered to engage and contribute. Each group has an executive sponsor and is open to all employees.
