Administrative Coordinator

Job Description

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.  

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.  

Responsibilities 

• 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.  
• Assist with office events, employee engagement activities, community service opportunities, onboarding, office moves, furniture layouts, and operational initiatives.  
• Provide day-to-day administrative support to the Transportation team.  
• Coordinate calendars, meetings, video conferences, travel arrangements, training sessions, client visits, and team events.  
• 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.  
• Maintain and organize project documentation using platforms such as SharePoint, Smartsheet, Deltek, Google Workspace, and Microsoft Office.  
• Prepare, format, proofread, and assemble meeting agendas, minutes, reports, presentations, technical memoranda, correspondence, and other client-ready deliverables.  
• Assist technical staff with document quality control, formatting, version control, electronic filing, and final production needs.  
• Prepare, track, and organize contracts, proposals, amendments, NDAs, MSAs, subconsultant documents, and other project-related materials in accordance with company standards.  
• Facilitate communication among project managers, technical teams, clients, vendors, subconsultants, and internal departments.  
• Coordinate expense reporting, reconciliation, purchasing, office supplies, and other administrative processes.  
• Respond to routine and non-routine inquiries with professionalism, discretion, and strong customer service.  
• Occasionally drive to off-site locations for pickups, deliveries, meetings, or other business needs.  
• Identify opportunities to improve administrative and project support processes, increase efficiency, and enhance the team and office experience.  

You Are Passionate About 

• Working collaboratively with others.  
• Taking ownership of your work and delivering high-quality results.  
• Creating organized, efficient processes that help technical teams succeed.  
• Providing exceptional service to colleagues, clients, and visitors.  
• Using your talents to positively affect communities.  

What You Bring to the Team 

• Associate degree in business administration or related field preferred.  
• 3+ years of experience in administrative support, project coordination, office operations, or a professional services environment.  
• Proficiency in Microsoft Office Suite, Google Workspace, SharePoint, Smartsheet, Deltek, or similar business and project management platforms.  
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and shifting needs.  
• Excellent written and verbal communication skills with a professional, customer-focused approach.  
• High attention to detail and a commitment to accuracy, document quality, and follow-through.  
• Ability to build trusted relationships with technical staff, project managers, leadership, clients, and business partners.  
• Strong problem-solving skills, sound judgment, and a proactive mindset.  
• Ability to maintain confidentiality and handle sensitive information with discretion.  
• Interest in supporting technical project teams and learning transportation-related processes, terminology, and documentation.  
• Physical ability to lift and transport items up to 30 pounds.  

Why This Role? 

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.  

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