{"id":1034742,"url":"https://alion.io/job/syska-hennessy-group-administrative-coordinator-i-ii","title":"Administrative Coordinator I- II","company":{"id":684599,"name":"Syska Hennessy Group","domain":"syskahennessy.com","url":"https://alion.io/company/syskahennessy","size_band":"501-1000","is_staffing_agency":false,"is_intermediary":false,"listed_via":null,"ats_vendor":"Greenhouse","truth_index":{"grade":"B","score":80,"open_postings":40,"ghost_share":0,"stale_share":1,"repost_share":0,"time_to_fill_p50_days":13,"computed_at":"2026-09-24T05:45:00Z"}},"role":"Administrative","role_family":"Administrative","seniority":"middle","employment_type":null,"work_mode":"hybrid","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Tampa, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":39565,"max":70000,"currency":"USD","period":"year","gross":null,"usd_annual":70000},"salary_estimate":null,"experience_years_min":3,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false},{"name":"Outlook","optional":false}],"status":"live","first_seen_at":"2026-09-18T14:55:03Z","employer_posted_date":"2026-09-18","last_verified_at":"2026-09-24T14:42:54Z","board_verified":true,"closed_at":null,"days_open":5,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":5},"description":"Our dynamic work environment provides the optimal setting to take your administrative career to the next level. From our supportive culture, diverse workforce, and competitive compensation to our flexible work schedules and fun social events, it is everything you will need for an exciting, challenging, and rewarding career.\nWe currently have an exceptional opportunity for a self-motivated Administrative Coordinator I- II to join our office in Tampa, FL. The ideal candidate will be able to maintain confidentiality both internally and externally. The candidate will possess strong organizational and communication skills.\nJob Responsibilities\nAs an Administrative Coordinator I- II, you will have a full range of administrative responsibilities for projects assigned including adherence to administrative standards and processes. You will establish and maintain excellent working relationships and respond to requests in a timely manner while utilizing the resources and best practices of our administrative division.\nAnswer and transfer incoming telephone calls, answer questions, and record accurate messages\nCoordinate/maintain appointment calendars and external and internal meetings, travel arrangements\nPerform data entry\nMaintain files in accordance with company filing procedures\nPrepare reports for management as directed\nAct as backup for other admins\nSchedule conference rooms, meetings, order meals\nTake and distribute minutes of meetings\nEnter client proposals in Salesforce database\n\"Prepare transmittals and drawings for delivery via messenger, FedEx/USPS\nSubmit client and vendor invoices to accounts payable (non-project related)\nAssist PM with vendor / client certification during proposal process\nMaintain project design documents and correspondence\nProject Setup for Newforma, setup Newforma distribution lists\nInput RFI's and Submittals in tracking database and distribute to internal project team\nAssist with formatting and editing project specifications\nCompose, draft and/or type correspondence, reports and presentations following prescribed formats or establishing new formats.\nFollow up with reviewers of RFI's and Submittals\n\"Attend client meetings and assist with determination of project requirements. Co-chair site meetings and distribute minutes to all.\"\nEffectively and accurately communicate relevant project information to the client and project team\nKeep the PM and others informed about project status and issues that may impact client relations; Meet weekly with PMs to discuss all (non-financial)\nAssist with the development and preparation of reports and specifications including basis of design, due diligence, and feasibility studies\nReview field inspection reports\nLevel II (must be proficient in Level I)\nCoordinate management meetings, including document preparation\nAssist in Coordinating and reviewing timecards\nAssist in BD activities\nEnsure all company documentation (hardcopy and electronic) is archived and purged according to the company’s record retention\nAssist with non-project related expense review and approvals.\nProcess bulletins and addendums\nReview and approve timecards as a super approver\nAssist the PM in the drafting and issuance of project proposals, RFP’s, tenders, budgets, cash flows and preliminary schedules.\nPrepare project organization and communication charts\nPrepare all required close out documents\nAssist the PM with tracking the progress and quality of work being performed by design disciplines/trades before submitting to client\nAssist PM in keeping track of project commitments (drawing submittal dates, meeting minutes, etc.); Prepare and update Project Logbook\nAssist the PM with maintaining interdisciplinary coordination with other trades/project consultants\nBuild relationships with external project teams including clients, architects, contractors, and vendors\nJob Requirements\nHigh School Diploma or equivalent work experience; Associate/ Bachelor’s degree, a plus\n0-3+ years of experience as an administrative professional\nProficient in Microsoft Office Suite including Outlook, Word, PowerPoint, and Adobe Acrobat & Reader; strong proficiency with excel required\nFlexible to work overtime as needed\nLevel II (must be proficient in Level I)\nFamiliarity with making travel arrangements and expense reports in Concur desirable\nFamiliarity with Project Management applications such as Newforma and Procore desirable\nFamiliarity with Salesforce and FinancialForce desirable\n3 + years of relevant experience\nBenefits\nAs a member of our highly collaborative team, we provide you with a flexible benefits package that reflects our respect for your workplace contributions, professional goals, and personal priorities. The personal benefits program includes:\nRobust, comprehensive medical, dental, vision, life insurance and supplemental benefit plans\n401(k) plan with a generous employer matching program\nTraining and professional development courses\nProfessional development incentive bonuses\nDynamic Employee Resource Groups\nCompetitive Paid Time Off (PTO) policy\nTransit/parking employer stipend\n½ day work from home Fridays all year long\nAt Syska, we promote an environment that is committed to embedding diversity and equality into the core of our business and culture. We empower our employees so they can take ownership for their work and development and strive to continually improve themselves and our firm. Syska is a place where you can build an exceptional career and have a lasting impact on the world.\n\nThe salary range listed below is for this particular job posting. Actual pay range for candidates will be commensurate with candidate’s experience, skillsets and competencies and may differ based on the cost of labor in their particular location.\nSyska wide Pay Range\n$39,565—$70,000 USD","description_format":"text","description_chars":5790,"description_truncated":false,"requirements":{"experience_years_min":3,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"high_school","optional":false},"security_clearance":false,"languages":[]},"benefits":["Flexible schedule","Life insurance","Professional development"],"hiring_locations":[{"name":"United States","iso":"US","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":[],"lifecycle":[{"event":"open","at":"2026-09-18T15:49:58Z"}],"liveness":{"score":52,"band":"ok","label":"Likely open","p_open":1,"p_active":0.55,"p_room":0.945,"age_days":5,"expected_fill_days":13,"reasons":["conf:2","stale_co","win:mid"],"computed_at":"2026-09-24T05:45:00Z"},"pay":{"stated_usd_annual":70000,"is_top_pay":false},"html_url":"https://alion.io/job/syska-hennessy-group-administrative-coordinator-i-ii","json_url":"https://alion.io/job/syska-hennessy-group-administrative-coordinator-i-ii.json","meta":{"generated_at":"2026-09-24T14:48:29Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers"}}