Program Coordinator

Discover your full potential. At Tetra Tech, we collaborate with industry-leading experts for a sustainable future for our world. We combine consulting and engineering with advanced analytics and technology to solve the world’s most complex challenges. Our global innovation hubs will enable you to share ideas and best practices while growing your professional network. Wherever you are in your career journey, you will benefit from working with world-class engineers, scientists, and technical specialists.

Apply today and join the company that is Leading with Science®. 

Tetra Tech has an immediate opening for a highly motivated and experienced individual to support the IEW Houston office in providing routine and non-routine project coordination and administrative support on a daily basis. This is a full-time, in-office position and will periodically face tight deadlines on a variety of tasks. The department consists of senior management, project managers and engineers, each of whom will rely on this individual to support the Sr. Admin staff in document preparation. Attention to detail is a must strong verbal and written communication skills and an interest in creating office culture are musts for this position.

Your Role:

• Assist the Program Management team with day-to-day activities related to the program, projects, consultants, budgets, schedules, meetings, and documentation.
• Assist the Program Manager in organizing meetings, calendar invites, taking notes during meetings, and developing meeting minutes.
• Assist the Program Manager with email coordination and responses. Email coordination may require reading over fifty emails per day. The goal of this position is to off load some of the email responses from the program manager where knowledge of project allows for an appropriate response.
• Creating and distributing meeting minutes for meetings and following up with action items per all the parties involved. This position will be heavy involved in tracking completion of action items by our TetraTech team members, but also consultants, and clients.
• Anticipate meetings schedule by the program manager and proactively creating agendas and distributing them before the meeting, previous approval by PM.
• Serve as project coordination for program manager with existing clients and future ones.
• Assist with project management software data updating for software requested by clients or internal ones by TetraTech. The mission of this item would be to create purchase orders, upload invoices, upload documents, update schedules and budget estimates, assist in project creation, keep track of all tasks generated by the client through the software, assist clients in training the consultants to use software, and be the potential client facing person in regard to the software the client uses and trains this position to handle.
• Assist in creation of clouds, internal software data base, dashboards, and digital project tracking information to better depict and control projects.
• Write technical progress reports on behalf of program manager with provided engineering supervision.
• Assist in taking project related phone calls from consultants and handle with the best information available or help follow up with program manager to provide an follow up.
• Learn to do basic cad drafting skills to assist in creation of exhibits for projects and meetings.
• Provide organization to all projects part of the programs by keeping up to date tools (spreadsheets, internal software, or others).
• Assist in weekly team progress meetings by using task planner software to help track tasks and action items.
• Be a good with professional writing and speaking skills.
• Represent Tetratech as directed by the program manager in meetings and providing directives as requested for projects tasks.
• Assist in the preparation and coordination of project setup, project documentation, and client and team coordination.
• Assist project engineers and managers with tracking project schedules and deliverables
• Perform review and coordination of roadway design submittals and checklist for specific project and client.
• Support the program management team with day-to-day administrative tasks (monitoring & distributing supplies and mail; assisting with staff in-house functions; on-boarding new hires; non-routine tasks as requested by program manager)
• Take responsibility for monitoring professional organization memberships, making meeting arrangements, and planning/booking travel
• Assist with invoices, including client required backup and progress reports
• Assist with internal labor forecast by guidance from projects managers
• Support the technical staff with editing and formatting engineering documents and reports
• Support the program management team in preparing proposals and other business development materials.
• Assist the utility coordinator in contacting utility companies, and keeping log of utility relocations per projects as requested by PM.
• Prepare documents for client deliverables
• Manage work schedule to ensure timely and compliant submissions

Qualifications:

• An Associate’s or Bachelor’s degree in business, engineering or related field is desirable.
• 2+ years of experience in project administration and project coordination
• Recent experience and proficiency producing documents using Microsoft Office Suite software is essential, specifically Word and Excel, as well as Adobe Acrobat Pro
• Strong attention to detail is essential
• Strong organization, and verbal and written communication skills
• Ability to work independently, exercising initiative and sound judgment
• Familiarity with the engineering consulting industry a plus