Division Administrative Coordinator

LandStudies provides a range of services related to the interaction of land and streams. Over the past 30 years, we have designed and implemented hundreds of successful projects, pioneering innovative solutions to water resources issues. We believe that by properly restoring, then managing our natural resources, we improve their function and give our communities vibrant, natural spaces with both recreational and economic opportunities.

LandStudies is comprised of a small and talented group of individuals that are passionate about making big impacts in our community, and we are seeking an Administrative Coordinator to join our team! This role will provide support to our division director and project managers and others as needed for various types of coordination responsibilities at our office located in Lititz, PA.

  • Division: Design
  • Reports To: Design Division Director
  • Hours Expected: 40-45 per week
  • Friday closing – rotating schedule
  • Remote Work: Minimum 3 days in office
  • Workday: flexible between 7am – 5pm

 

Summary

The Administrative Coordinator will work directly with the Design Division Director to support various responsibilities at our Lititz office. The responsibilities include but are not limited to Division coordination, project administration support, along with other general office responsibilities. This position requires broad and comprehensive experience, skills and knowledge of organization policies and practices and provides complex administrative support and advanced administrative duties. The position will work independently, receiving minimum level of detailed supervision and guidance and maintain close and highly responsive relationship to day-to-day activities.

 

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

  • Must be proficient with Microsoft Office, Including Word, Excel, and PowerPoint
  • At least seven years of overall coordination experience
  • Able to adapt and learn new software with little effort
  • A successful track record in setting priorities and managing multiple tasks
  • Keen analytic, organizational, and problem-solving skills which support and enable sound decision making
  • Excellent communication and relationship building skills with an ability to prioritize, negotiate, and work with a variety of internal and external team members
  • Highly resourceful team-player, with the ability to also be extremely effective independently

 

Essential Duties and Responsibilities

  • General Division Functions
    • Provide general administrative support to the Division Director
    • Track Division performance and workload based on established metrics
    • Assist with internal and external communications
    • Assist in preparation for meetings
    • File/Document/Template standardization and organization
  • Project Coordination
    • Become proficient with project management software to assist project managers in the administration functions of project management
    • Assist in overseeing project administration processes including data updates, project projections, project budgets, subcontractors, and project work orders
    • Provide other project management support as assigned
  • Human Resource Functions
    • Coordinate with Division Director to ensure performance documentation and staff communications.
    • Performance review coordination
    • Manage and assist with creating training documents to educate employees regarding office equipment, company policies and procedures and software
  • Business Development/Marketing Functions
    • Organize & assist in preparing RFP responses, proposals, and grant applications
    • Assist in proposal follow-ups and tracking
    • Update and track future opportunities in coordination with all departments
    • Assist with cold calls as assigned
    • Create, maintain and update marketing materials and newsletters
    • Coordinate conferences, speaking engagements, presentations, and tours
  • Performs other duties as assigned

 

Physical Demands

The physical demand described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

  • Must be able to work Monday-Friday a minimum of 8 hours per day.
  • While performing the duties of this job, the employee is frequently required to use hands to handle or feel. The employee is required to sit for long periods of time; work on computers for long periods of time; verbally communicate with others in person and on the phone. The employee may be required to travel between different locations throughout work week. The employee occasionally lifts and/or move up to 25 pounds.

 

Work Environment

The work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • While performing the duties of this job, the employee works in an office environment and other locations as needed. The noise level in this work environment is usually quiet to moderate.

 

Travel

  • Overnight travel is not typically required for this position but may be requested occasionally.

 

 

If you are interested, please send your resume and references to resumes@landstudies.com

 

LandStudies, Inc. is an Equal Opportunity Employer.

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