Wastewater Treatment Project Administrative Coordinator - Oklahoma City, OK

Job description

At Jacobs, we don’t settle. We’re always looking beyond to raise the bar and deliver with excellence. We apply our expertise and knowledge as we look to the future with optimism and focus. We give our best every day because we know our work makes a difference. We’re seeking an organized and adaptable Wastewater Treatment Project Administrative Coordinator to join our team in Oklahoma City, OK to support project leadership, field personnel, maintenance staff, vendors, subcontractors, and corporate support teams.

In this role, you’ll help keep daily operations running smoothly by coordinating administrative activities, maintaining accurate documentation, supporting purchasing and maintenance processes, and responding to evolving project needs. You’ll be a trusted resource for the project team and a key point of contact for employees, visitors, vendors, and contractors. If you are detail-oriented, responsive, and comfortable managing multiple priorities in a fast-paced environment, this may be the opportunity for you.

Your Impact

• Provide administrative support to project leadership, project managers, supervisors, maintenance personnel, and project staff.
• Serve as a primary point of contact for employees, visitors, vendors, contractors, and corporate support teams.
• Answer incoming calls, respond to inquiries, and greet visitors professionally.
• Coordinate meetings, conference calls, training sessions, project events, and related logistics.
• Maintain calendars, schedules, and project communications.
• Prepare correspondence, reports, presentations, spreadsheets, meeting materials, and other project documentation.
• Maintain organized and accurate electronic and hard-copy filing systems.
• Support document control activities, including tracking, distributing, filing, retaining, and organizing project and maintenance records.
• Maintain personnel files, training records, certifications, compliance documents, and other project records.
• Create purchase requisitions, process purchase orders, maintain purchasing records, and support procurement activities.
• Assist with invoice processing, expense tracking, vendor documentation, and related administrative functions.
• Coordinate with vendors, suppliers, and contractors regarding documentation, administrative requirements, and project needs.
• Track office, maintenance, and project supply inventories and coordinate replenishment.
• Create, update, track, and close work orders within company systems.
• Assist with scheduling, tracking, and reporting maintenance and operational activities.
• Maintain accurate equipment, asset, inventory, and maintenance records.
• Prepare and distribute routine reports related to project operations, maintenance, purchasing, inventory, and other business needs.
• Support employee onboarding, including new-hire paperwork, orientation scheduling, and required documentation.
• Coordinate travel arrangements, lodging, and other logistical needs for project personnel.
• Support company policies, procedures, safety requirements, and administrative processes.
• Protect sensitive employee and company information and maintain appropriate confidentiality.
• Build positive working relationships with employees, clients, vendors, and project stakeholders.
• Manage multiple assignments and adjust priorities as project needs change.
• Support special projects and other duties as assigned.
• As an essential function of the position and as a business necessity, this role requires regular travel by motor vehicle to client sites, project locations, and other work-related destinations in connection with the performance of assigned duties and responsibilities. Accordingly, a valid driver's license and an acceptable driving record are required for this position. The OMFS business uses Telematics & Dash Cameras with our fleet of vehicles, and all new hires will require a Telematics acknowledgement to be signed. Bring your team-focused approach, adaptability, and commitment to excellence, and we’ll help you grow what drives you while delivering challenging Operations Management projects together. #omfs #ourjacobs
• Three to five years of experience in administrative support, office coordination, project support, operations support, or a related area.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Strong organizational, time-management, and multitasking skills.
• Clear verbal and written communication skills.
• Strong attention to detail and the ability to maintain accurate records and documentation.
• Ability to work independently while supporting multiple departments and team members.
• Ability to handle sensitive and confidential information with professionalism and discretion.
• Valid driver’s license with no major infractions Ideally, You'll Also Have
• High school diploma or GED Working Conditions Safety is a core value at Jacobs.

We are committed to providing a safe and healthy workplace for all employees. This position may spend a substantial amount of time performing or supporting safety-sensitive labor or services. Jacobs is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, religion, creed, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding, or medical conditions related to pregnancy, childbirth, or breastfeeding), age, medical condition, marital or domestic partner status, sexual orientation, gender, gender identity, gender expression and transgender status, mental disability or physical disability, genetic information, military or veteran status, citizenship, low-income status or any other status or characteristic protected by applicable law.

Learn more about your rights under Federal EEO laws and supplemental language.