Senior Project Administrative Coordinator

Willdan Performance Engineering, a division of Willdan Group Inc, is seeking a dynamic and detail-oriented Senior Project Administrative Coordinator for our office in Beaverton, Oregon. The Senior Project Administrative Coordinator will support our design-build construction team on complex public agency infrastructure projects. This individual will serve as the backbone of project operations by driving document control, maintaining compliance, coordinating with multiple stakeholders, and mitigating risk exposure across the construction lifecycle. This is a high-visibility, high-impact role requiring a proactive communicator with strong organization and process management skills. The ideal candidate is a go-getter-someone who thrives in fast-paced environments, can communicate effectively at all levels, and understands how to bridge administrative functions with field execution to ensure project success.

Duties and Responsibilities

• Project Administration & Controls
  • Support Project Managers and Construction Leads across all phases of the design-build lifecycle.
  • Support the team with master project schedules, deliverable trackers, RFIs, submittals, and change order logs.
  • Draft and route contracts, addenda, amendments, and compliance documents for approval and filing.
  • Monitor project documentation for adherence to company and public agency standards.
  • Coordinate public agency-required reporting (e.g., certified payroll, DIR, DBE participation).
  • Lead document control processes including versioning, approval workflows, and archival.
  • Develop and manage a centralized database of subcontractor and supplier compliance documents.
• Construction & Field Coordination
  • Serve as the point-of-contact between office and field teams to relay information and facilitate documentation.
  • Support and track project permitting processes, inspections, and close-out packages.
  • Participate in coordination meetings and maintain meeting agendas, notes, and action items.
  • Provide logistical and administrative support during field mobilization and key milestones.
• Compliance & Risk Mitigation
  • Manage documentation required for federal/state/local agency compliance, including apprenticeship documentation.
  • Monitor and resolve compliance gaps proactively-e.g., insurance, safety reports, training logs.
  • Track subcontractor onboarding and enforce submission of licenses, bonds, COIs, and labor law compliance paperwork.
  • Implement risk monitoring checklists and escalate concerns related to documentation gaps or noncompliance.
• Process & Performance Optimization
  • Develop and refine standard operating procedures (SOPs) for project controls and documentation flow.
  • Support process improvement efforts in collaboration with PMs and construction leads.
  • Coordinate internal audits and prepare compliance review documentation.
• Key Performance Indicators (KPIs)
  • RFI/Submittal Cycle Time - % submitted and approved within required turnaround time.
  • Document Compliance Rate - % of subcontractors/suppliers with fully compliant documentation.
  • Close-Out Timeliness - % of projects closed out within 30 days of substantial completion.
  • Change Order Documentation Accuracy - % of COs approved without rework.
  • Internal Audit Pass Rate - % of documents meeting internal QA standards.
• Objectives & Key Results (OKRs)
  • Objective 1: Standardize and streamline project administrative workflows.
  • KR1: Implement and train team on a centralized documentation platform within 60 days.
  • KR2: Reduce average document retrieval time by 40% through improved file management.
  • Objective 2: Improve compliance transparency and mitigate project risks.
  • KR1: Develop and maintain a dashboard tracking compliance items and risk flags.
  • KR2: Achieve 95%+ subcontractor compliance documentation prior to NTP on all new projects.
  • Objective 3: Enhance communication between office and field teams.
  • KR1: Establish biweekly coordination reporting format shared with all stakeholders.
  • KR2: Maintain 100% meeting action item logs with updates completed within 72 hours.

Job Requirements / Qualifications

• Associate's or Bachelor's degree in Construction Management, Business, or related field preferred.
• Minimum 3-5 years of experience in construction administration, preferably with public agency contracts.
• Deep knowledge of design-build project workflows and public sector compliance (OSHA, LCPtracker, Davis-Bacon, etc.).
• Proficiency in Microsoft Office Suite, Bluebeam, and project management software (e.g., Procore, e-Builder).
• Exceptional written and verbal communication skills.
• Demonstrated ability to thrive in fast-paced environments with multiple priorities.

EEO Non-Discrimination and ADA Reasonable Accommodation Statement Willdan is an equal opportunity employer. Applicants are considered for all positions without regard to race, religious creed, color, age marital status, sex, sexual orientation, gender identity, gender expression, citizenship status, national origin, ancestry, religion, military service or veteran status, disability, medical condition, childbirth and related medical conditions, genetic testing, reproductive status or any other classification protected by federal, state or local laws and ordinances. Willdan does not discriminate on the basis of physical or mental disability where the essential functions of the job can be reasonably accommodated. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. If you need reasonable accommodation for any part of the application and hiring process, please notify us.

Willdan Energy Solutions participates in E-Verify.