Administrative Coordinator Job at Soundview Consultants LLC in Mount Vernon

Soundview Consultants is a well-respected Environmental Consulting Firm with 15 years of serving our clients and communities. Our offices located in Gig Harbor and Mt. Vernon, Washington, are focused primarily on natural resources assessments, environmental planning, permitting, and compliance services for projects with an aquatic regulatory nexus. 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 is looking for a talented Administrative Coordinator to join our growing team! We prioritize your well-being by offering a flexible work environment that allows you to focus on results while taking the time you need for yourself.

Description:

The Coordinator is responsible for preparing and issuing client contracts, capacity planning, and minor office coordination duties to ensure the success of our projects 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, 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.

Key responsibilities:

• Work closely with contracts specialist 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;
• 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 vehicle/equipment 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 equipment/materials are available by field day, and arranging other necessities such as hotel accommodations, 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 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.

Benefits Associated:

• Health Insurance, Dental Insurance, Vision Insurance, Group Life Insurance, and Long-Term Disability
• 401K with 3% Company contribution
• PTO (Paid Time Off)
• Paid company holidays
• EAP (Employee Assistance Program)
• ERP (Employee Referral Program)
• Company Social Gatherings
• Flexible and Hybrid work opportunities
• Flexible and Hybrid work opportunities
• Career Development Courses
• Compensation: $25 to $ 30 hourly
• Depending on relative experience, knowledge, and skills
• Eligible for bi-annual bonusing based on performance

Successful candidates will be required to complete an application and a background criminal check to be completed by Trinity Consultants.

Soundview Consultants encourages applicants from all backgrounds to apply for our positions and hopes you will join us on our continuous path to diversity, equity, and inclusion. We are a company that believes in affirmative action and equal-opportunity employment. We are committed to equal treatment and opportunity in every aspect of its hiring and promotion process. Qualified applicants will receive consideration for employment regardless of race, color, age, religion, sex, national origin, ethnicity, sexual orientation, gender identity, disability, or veteran status.