Administrative Coordinator

Soundview Consultants (SVC) is a well-respected environmental consulting firm with 15 years of experience serving our clients and communities. SVC specializes in both marine and land use issues; site planning and project design; project coordination; permitting and management; marine, wetland, and stream ecology; habitat restoration; wetland, stream, tree, and eelgrass delineations and assessments; benthic surveys; underwater and terrestrial-monitoring programs, mitigation planning, project planning, landscape architecture, and arborist services.Soundview Consultants has an exciting opportunity for a full-time Administrative Coordinator to join our growing team! Here at SVC, we give you the flexibility to care for yourself. We offer a hybrid work environment for team members from our offices.Description:The Administrative Coordinator is responsible for preparing and issuing client contracts, capacity planning, and minor office coordination duties to ensure the success of our project managers and internal staff. This role requires strong professional writing, prioritization and multi-tasking skills, and experience in utilization planning or deploying of multiple FTEs. As a liaison between the project managers, clients, and the internal team, it is critical that all written and verbal communication is thorough and clear. Daily responsibilities include but are not limited to drafting contracts and project scoping, coordinating and collaborating with the RFQRFP team, scheduling field efforts and other tasks to ensure high utilization rates for staff, uploading tasks to internal programs and monitoring team capacity, tracking team commitment due dates, coordination of various project components in assistance to the project managers, and correspondence with clients, regulators, and other stakeholders. This role requires daily collaboration with multiple team members, including Soundview's broader administrative team and coordination team.Key responsibilities: Work closely with contracts specialists to ensure contract needs are prioritized and completed successfully by client due dates; Draft, edit, and execute contracts at the instruction of project managers and principals; Minor office coordination duties - manage office supplies, equipment, and facilities at our Mount Vernon office; File, prioritize, and categorize email correspondence to ensure project awareness and follow-up with stakeholders as necessary; Collaborate and coordinate with Soundview's RFQRFP team to prepare proposal submission materials;Provide capacity planning support for the scientific team and project managers, selecting staff assignments for fieldwork and other tasks based on best-fit methodologies and capacity projections;Ensure that all personnel and vehicleequipment needs are met prior to beginning fieldwork. This includes coordination with clients and other stakeholders for site access authorization, facilitating the use of company vehicles and equipment, ensuring that equipmentmaterials are available by field day, and arranging other necessities such as hotel accommodation, rental cars, ferry tickets, etc.;Review and track assigned professional staff capacity, optimizing their utilization rates; Assign technical writers based on project specs and deliverable schedules;Coordinate next steps & follow up of assignments with the assigned project work groups;Submit and track permit applications and complete other regulatory agency requirements, showing follow-through and competence;Support multiple Smartsheet and VantagePoint workflows;Other duties as assigned.Skills and experience:2-3 years' experience in an administrative or coordinator position;Ability to prioritize multiple tasks and daily workload to completion;Experience with organizational management and team coordination;Detail-oriented critical thinker with follow-through and decision-making ability;Comfortable with ambiguity;Ability to adapt to situations based on business and team needs;Proficiency in Microsoft Office suite, including Word, Excel, and Outlook;Proficiency with Deltek VantagePoint, or comfortability learning new software programs;Proficiency in English, and communicate at an expert level;Adherence to Company Policies and Employee Handbook is required.We appreciate all applications; however, only candidates selected for an interview will be contacted. Please, no phone calls.Successful candidates will be required to complete an application and a background criminal check to be completed by Trinity Consultants.

Created: 2025-02-08