Part-Time Administrative Coordinator - Richmond, VA

We have an exciting opportunity for a part-time (25 hours) Office Coordinator to manage administrative functions in our Richmond, Virginia office and help support the Eastern Business Unit of Brown and Caldwell. The ideal candidate is experienced in daily office operations, dedicated to supporting others, and contributing meaningfully. Join our collaborative team that values learning, growth, and a clean, healthy environment.

The Administrating Coordinator role performs routine technical and administrative tasks under supervision, within defined guidelines. The role may provide coordination for health and safety, fleet, lab, and facilities, and offers an opportunity to gain understanding, improve skills, and contribute to the company's success. This is a steppingstone for career growth within the company, working under close supervision with little latitude for independent judgement or decision making.

Responsibilities

Office Management. Support office management duties and ensure optimal operation of the office. Responsibilities include:

• Communicate with property management on office concerns and issues to resolve in a timely manner.
• Maintain conference room equipment – working closely with the internal IT services to troubleshoot technology issues and concerns.
• Maintain common areas to create a professional and inviting space.
• Maintain organization of the office space, from coordinating green recycling to ensuring office supplies are stocked and readily available.
• Collaborate and coordinate with internal facilities team for building management concerns, and support move coordination as needed.

Administrative Support. Provide administrative support and assistance to all staff members for various office functions and operations. Responsibilities include:

• Assist with office visitors (welcoming clients, vendors, guests, and staff).
• Maintain office supply inventories.
• Coordinate mail, courier services, and FedEx shipments.
• Maintain common area upkeep and provide a welcome experience for staff.
• Arrange travel and support with expense report reconciliation as needed for senior staff.
• Assist with written communications preparations such as office-wide emails, office MS Teams posts.
• Support assignments of a confidential nature for functional groups and managers; virtually support other nearby Brown and Caldwell (BC) offices as needed; understand, implement, and adhere to corporate policies related to finance, cost control, project delivery, safety, and quality assurance.
• Troubleshoot and coordinate with BC’s helpdesk to solve technology issues with conference rooms, hotel stations, OpenPath, and employee concerns in regard to BC’s technology.
• Maintain office directory pages on the BC Pipeline.
• Submit sponsorship and membership requests through designated process.
• Support project archive requests and pull appropriate files from offsite archiving companies.
• Submit local office vendor invoices with correct vendor and GL codes to AP for timely processing.
• Support fleet vehicles to comply with BC standards for routine car upkeep (oil, tire rotation, new tires). Submit mileage logs as required monthly.
• Assist with scheduling and coordinating of vendor (technical) lunch and learn activities.

Correspondence/Client Deliverables. Maintain quality standards with branded templates and adhering to the company style guide. Responsibilities may include:

• Coordinate and assist with formatting of reports, letters, marketing materials, Scopes of Work and Design Specifications including text, tables, spreadsheets, graphics, and other diverse content.

Onboard/Offboard Employees. Partner with new employee supervisor/hiring manager, digital services, and Human Resources to provide an outstanding experience for both new hires and departing employees. Responsibilities Include:

• Support supervisors with tailored new employee onboarding plans.
• Support first day new employee orientations and troubleshooting with new digital services equipment
• Draft new employee announcements.
• Assist with new employee photo.
• Assist with timesheet, Health and safety orientation, and other specific onboarding orientations.
• Work closely with the Supervisor, Human Resources , and Digital Services teams to ensure a smooth and positive offboarding experience for employees. while recognizing and appreciating their contributions during their tenure at BC.

Health & Safety: May collaborate with local and national health and safety team to support local operations leader with facilitating company health and safety program, being a champion for company health and safety culture development. Responsibilities could include:

• Assist with maintaining and updating the office emergency action plan, including supporting the coordination of at least one (1) annual emergency drill following current H&S Program guidance and expectations.
• Assist employees with annual ergonomic evaluations and help procure needed equipment following current company’s Ergonomic Program guidance and expectations.
• Maintain and keep inventory of Personal Protective Equipment (PPE) supplies per current company guidance and expectations. This includes supporting employees with maintaining their own PPE kit/supplies as well as any field first-aid kits as current.
• Assist with incident management following current Incident Management Program guidance and expectations which may include, escalation of event to operational leader and company H&S team, supporting initial detail reporting, participating and/or leading event investigation as well as supporting identified and/or implementation of related corrective and preventative actions. Assist local operations leader and employees in participating in company work observation and project auditing programs following current respective program guidance and expectations.
• Support employee exam scheduling following current company Medical Surveillance Program guidance and expectations.
• May conduct Air Purifying Respirator (APR) fit-testing for employees following current company Respiratory Protection Program guidance and expectations.
• Support and participate in company Safety Week activities and other routine company health and safety communication distribution.
• Assist employee’s with maintaining H&S compliance training.
• Participate in company H&S program routine calls, anticipated to occur at least monthly. .
• Conduct monthly office inspections following current H&S program guidance and expectations.
• Conduct new hire health and safety orientations and support supervisors with assigning initial H&S training in the company’s current Learning Management System (LMS) following current company and H&S Training program guidance and expectations.
• Coordinate local in-person H&S training classes that may include but not be limited to first-aid/CPR/AED, Permit-Required Confined Space Entry, and other health and safety related trainings as needed or requested.

Culture. Partner with local operations leader to foster employee engagement and connection for all staff (in-person, hybrid, and virtual employees). Responsibilities include:

• Support tracking of office social spend budget.
• Assist with planning and coordinating office events, (social, volunteer, and internal giving campaigns) employee, and project celebrations throughout the year.
• Schedule and assist with monthly office All Hands meeting.
• Use office MS Teams channels to communicate office information, company information, staff acknowledgements and other various topics to encourage employee engagement.
• Flexibility to adapt and execute various additional assignments based on evolving needs.

Skills and Competencies

• Possesses skills for organization and attention to detail.
• Ability to rapidly acquire new skills and understand role responsibilities.
• Experience with coordinating IT support is a plus.
• Demonstrates strong interpersonal skills, contributing positively to organizational culture.
• Some Experience with MS Office suite (Excel, Word, PowerPoint, Outlook, Teams) and some knowledge of Adobe PDF or Bluebeam and proficient with Internet applications.
• Strong written and verbal communication skills for effective relationship building and fostering collaboration with a variety of business partners.

Experience

• Typically, 0-2 years of relevant experience in an administrative role or fresh graduates.

Preferred Skills and Experience

• Experience with MS Office Suite in a professional environment, including the use of Copilot or other AI tools to increase efficiency.

Education

• A minimum of a High School Diploma is required for this role.

Learn more about our work:

Climate Change and Resilience - Brown and Caldwell

Data Center Water - Brown and Caldwell

Emerging Contaminants and PFAS - Brown and Caldwell

Digital Solutions - Brown and Caldwell

News - Brown and Caldwell

Projects - Brown and Caldwell

Industrial Water - Brown and Caldwell

Salary Range: The anticipated starting pay range for this position is based on the employee’s primary work location and may be more or less depending upon skills, experience, and education. These ranges may be modified in the future.

Location A: $22.50 - $27.90

You can view which BC location applies to you here. If you have any questions, please speak with your Recruiter.

Benefits and Other Compensation: We provide a comprehensive benefits package that promotes employee health, performance, and success which includes medical, dental, vision, short and long-term disability, life insurance, an employee assistance program, paid time off and parental leave, paid holidays, 401(k) retirement savings plan with employer match, performance-based bonus eligibility, employee referral bonuses, tuition reimbursement, pet insurance and long-term care insurance. Click here to see our full list of benefits.

About Brown and Caldwell

Headquartered in Walnut Creek, California, Brown and Caldwell is a full-service environmental engineering and construction services firm with 50 offices and over 2,100 professionals across North America and the Pacific. For more than 75 years, we have created leading-edge environmental solutions for municipalities, private industry, and government agencies. We strive to be the company of choice—to our clients, who benefit from our passion for delivering exceptional quality, and to our employees, present and future, who share our commitment to client service, collaboration, and innovation. Join us, and you will find a home where you can do your best work, reach new levels of expertise, and enjoy exceptional development opportunities. For more information, visit www.brownandcaldwell.com

This position is subject to a pre-employment background check and a pre-employment drug test.

Notice to Third Party Agencies: Brown and Caldwell does not accept unsolicited resumes from recruiters or employment agencies. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement and approved engagement request with Brown and Caldwell, Brown and Caldwell reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency.

Brown and Caldwell is proud to be an EEO/AAP Employer. Brown and Caldwell encourages protected veterans, individuals with disabilities, and applicants from all backgrounds to apply. Brown and Caldwell ensures nondiscrimination in all programs and activities in accordance with Title VI of the Civil Rights Act.