Project & Administrative Coordinator (St. Charles, MO)

Woodard & Curran is a national engineering, science, and operations firm with a simple vision for clean water, a safe environment, healthy communities, and happy people. As an employee-owned company, we strive to cultivate diverse teams and encourage collaboration in an equitable and inclusive culture. We seek talented individuals from all backgrounds to help us address a broad range of water and environmental issues. We prioritize our people, offering opportunities for professional growth, ownership, and flexibility. That’s how we make a difference to our clients, people, and the planet.
Who We Are Looking For:Provides administrative support to Consulting Projects by using best practices through Winning the Work, Planning & Initiating, Executing the Project, and Closing Project by monitoring, developing, proofing, compiling, editing, and producing deliverables through the entire project lifecycle. Provides sales support through managing contracts with multiple work orders, client engagement events and communications, and funding documentation support. Serves as a leader in project controls, contracts, and compliance with Woodard & Curran (W&C) Project Quality Assurance (PQA) documentation standards, troubleshooting problems on projects with low complexity, and the ability to pivot to appropriate actions.
Hybrid opportunity for St. Charles Office - 3 days in office

What You Will Be Doing at Woodard & Curran:

• Assist project teams (mainly Project Managers, Technical Managers, and Client Managers) in organizing their workdays: coordinating and scheduling meetings, maintaining and managing personal calendars, drafting expense reports, and supporting meetings.
• Assist project teams with researching, printing, scanning, shipping services, and travel arrangements.
• Perform Word, PowerPoint, and Excel formatting/branding, proofing, editing, copying, and binding documents for all deliverables. Understand the production process (electronic and hard copy) to promote high-quality output, distribute deliverables to clients electronically or in hard copy (production), and track receipt of the deliverable.
• Leads records retention by closing out the Works in Progress (WIP) folder, gathering all project team hard copies, and scanning or recycling them. Review archived material for shredding and recycling that meet retention timeframe criteria.
• Champions Project Quality Assurance (PQA) best practices such as kick-off meetings, Pay When Paid (PWP), Technical Advisory Team (TAT)s/ Senior Technical Advisory Review (STAR), closeout, etc., by getting all necessary materials ready for project teams.
• Support keeping local office resumes up to date by tracking project closeout best practices of drafting project summary and getting project manager review before submitting to the marketing team to be added to the appropriate resumes.
• Communicate with internal departments and project teams to clarify and resolve administrative issues on a project.
• Set up opportunities, obtain proposal numbers, and create project folders. Continued follow-up with project managers on pipeline accuracy.
• Verify subcontractors have W-9, current insurance certificates, Health & Safety high-risk (if applicable), and a fully executed contract prior to the subcontractor starting work. If you are not pre-qualified, contact the vendor to get the appropriate paperwork.
• Track/support project-level certificate of insurance compliance.
• Create, compile, and maintain internal social (SharePoint and Microsoft Teams) media sites for St. Charles Office.
• Coordinate with external providers of internal and external webinars and training.
• Ensure all PQA documentation is filed in the correct subfolder to facilitate successful outside audits.
• Tracked and supported work orders for ongoing client contracts with local clients. Maintain consistent proposal formatting to manage client expectations.
• Support Operations & Maintenance (O&M) clients by updating notes during project update meetings, managing a database of past notes, and sending out bi-weekly or monthly updates (depending on the client). Prepare, participate, coordinate, and arrange client engagement events for holidays, milestone celebrations, conference attendees, and partnerships with O&M clients.
• Organize and manage funding deadlines and submittals. Track required reporting events, input needed from others, and delivery of the final product. 

What You Will Need to Succeed:

• Bachelor’s degree or certification in the field is a plus or 3-4 years of relevant experience.
• 40 hours per week
• 3 days per week in the office
• Proficient in MS Office and Teams apps
• Proficiency in Deltek is a plus
• Proven ability to plan and prioritize work, keep commitments, and manage multiple concurr