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Administrative Coordinator

Minneapolis, MN

HGA is an award winning Architectural, Engineering and Planning firm with a full-time opportunity for an Administrative Coordinator to join our Minneapolis Office supporting Mechanical, Electrical, Civil, and Lighting engineering disciplines as well as Landscape Architecture.


This role supports Principals and project team members and requires a passion for providing exceptional service to internal and external customers. The ideal candidate will excel at time management, have exemplary attention to detail, follow-through and workload prioritization, while anticipating the needs of others and maintaining a positive attitude.

 

HGA is both team-oriented and employee-friendly, and social activities are integrated into our office culture. We offer challenge, recognition and personal visibility with an opportunity to be part of some great projects. 

 

At HGA we work to foster an environment where diversity of thought, background and experience creates new energy. Through your curiosity, tenacity, creativity, and unique insights you can make an impact every day. That impact is felt by your colleagues, by our clients, and by those who inhabit the spaces we create.


In this role you will:

  1. Maintain daily communication with team leaders to determine assignments, priorities, and seek clarification, as necessary.
  2. Partner with and provide direct support to the Engineering and Landscape Leadership (calendar management, correspondence, staffing, department meetings, annual performance reviews, etc.)
  3. Manage coordination of conferences including:
  4. Coordinate travel arrangements
  5. Order / compile client gratis items and gifts
  6. Large-scale event registration and coordination
  7. Calendar management 
  8. Perform a variety of administrative duties in support of a department, project team, or group leaders:
  9. Coordinate travel arrangements 
  10. Prepare presentations and reports
  11. Prepare correspondence, agendas, meeting minutes, etc.
  12. May maintain logs and databases
  13. Assist with budgets and expense tracking; prepare and process expense reports
  14. Schedule meetings, conference calls and appointments
  15. Work closely with department leadership to stay informed of multiple deadlines where additional help may be needed. Understand the importance of team-playing and offer services to assist others.
  16. Assist new hires to the departments so they become familiar with administrative procedures, standards and guidelines. Willingly advise them of other resources within the firm and may facilitate introductions when appropriate.
  17. Maintain ongoing communication with peers and work to maintain quality standards within departments through identification of problem processes, potential changes in work processes, and participation in department meetings.
  18. Demonstrate ability to work under pressure while maintaining composure, effectively handling multiple tasks and frequent interruptions. 
  19. Recognize the importance of confidentiality when working with a variety of documents, and conduct self in a professional manner.
  20. Other duties or responsibilities as assigned.


You will need to have:

  • Bachelor’s degree in Business Administration or related field preferred.
  • Minimum of 5 years administrative experience, preferably in an Architecture or Engineering environment.
  • Proficiency in Microsoft Office products including Word, Excel, PowerPoint, and Outlook; Adobe and InDesign preferred.
  • Strong calendar management / scheduling skills.
  • Excellent communications skills, both written and verbal.
  • Demonstrated ability to build relationships across an organization.
  • Analytical, problem solving skills to identify and implement solutions to issues.
  • Personal characteristics of self-confidence, resourcefulness, flexibility, initiative, self-motivation, loyalty, willingness to assume responsibility for decisions and the ability to deal effectively with people in a variety of relationships and situations.  


Salary Information:

The pay range listed aligns to the geography of the office for which this position is posted. Actual compensation will be based upon work experience, education, licensure requirements and/or skill level and will be finalized at the time of offer. Individuals in this role working more than 24 hours a week on a regular basis are eligible to participate in HGA’s robust benefit programs which include an annual bonus and success sharing bonus program, 401(k) guaranteed contribution, paid parental leave, medical, dental and life insurance plans as well as PTO and short- and long-term disability programs.


Salary Range: $50,200 - $65,200

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