Engineering Services Coordination Specialist

Position Overview

The Engineering Services Coordination Specialist should have 5 or more years supporting employees and management. This role supports our engineering groups by providing administrative support to ensure effective planning, execution, and communication across teams. This includes but is not limited to calendar management, resource planning, document preparation, formatting reports and document packages, and maintaining MS Teams/SharePoint channels, sites, and folders. The Engineering Services Coordination Specialist operates with a high degree of independence and supports both day-to-day needs and longer-term initiatives. This is an in-office position, Monday through Friday. 

District Overview

Kiewit Infrastructure Engineering seamlessly transitions solutions from design to construction through the collaborative efforts of Design Engineering, Design Management, Proposals, Estimating, and Integrated Project Controls. Our construction-focused engineering approach involves a multidisciplinary team working together to maximize value for clients by improving schedules, controlling costs, and minimizing risk on infrastructure projects. This integrated strategy emphasizes collaboration and constructability throughout the project lifecycle, enabling us identify and implement quality solutions with a strong safety focus. 

Clients benefit from Kiewit’s proven processes and tools, which minimize project risk. As an in-house resource, we support projects across the company, in all major markets, sharing to experiences, innovative concepts, and best practices. Kiewit’s management and implementation of this process result in safe, cost-effective, and innovative designs that exceed client expectations and uphold Kiewit’s legacy of excellence. 

At Kiewit, we believe in building more than just structures – we build relationships, strengthen communities, and expand workforce capacity. We don't just build projects; we build careers. With top-notch health benefits, a wealth-building 401k plan (RRSP), and unbeatable growth opportunities, we are deeply invested in the future of our employees. Join us at Kiewit, where we go beyond construction to develop the ultimate road to success. 

Location

This position is based in Lone Tree, Colorado.

Responsibilities

•Work in partnership with department directors, managers, staff, and other support specialists, providing comprehensive administrative support.
•Meetings: Work with management to prepare meeting invites, coordinate schedules, facilitate key stakeholder attendance, book conference rooms, arrange catering and necessary on-site support, and assist in compiling support documentation/materials. Anticipate any additional logistical needs and resolve issues proactively to minimize disruption for attendees and leadership.
•Events: At management’s direction, research, plan, and execute departmental events such as team buildings. Events may be held on or off site. 
•Document Management: Create, edit, and format documents such as reports, memos, presentations, and correspondence. Maintain accurate and up-to-date files and records, both in physical and digital formats. Pull large document packages together and format in Bluebeam PDF Editor. Keep program documents formatted and updated as needed.
•SmartSheet: Maintain various workspaces, documents, and dashboards in SmartSheet. Extensive knowledge of SmartSheet is required, including formulas, automation, workspaces, reports, dashboards, group permissions, etc.
•SharePoint & MS Teams: Maintain and organize various MS Teams/SharePoint channels, chats, pages, and folders. 
•Access Management: Manage Active Directory groups and access permissions to ensure appropriate system access across teams. Support onboarding by coordinating account setup, permissions and tool access for new team members.
•Communication: Serve as a central point of contact for internal and external stakeholders, including employees, clients, and vendors. Answer inquiries, route emails, and ensure effective communication within the department.
•Data Management and Integrity: Collect, compile, and analyze data relevant to department activities. Prepare reports, presentations, and spreadsheets as requested by department staff or management. Ensure information in systems and shared resources remains accurate, current, and aligned with business needs.
•Project Coordination: Assist in coordinating departmental projects by tracking progress, updating project schedules, and facilitating communication between team members. This may also include monitoring project timelines and deadlines to ensure timely completion.
•Financial Support: Support budgeting, cost tracking, and financial documentation for departmental planning. Build out tools and develop processes to facilitate this effort where necessary. Process invoices and purchase orders. Coordinate with the business and finance department as required.
•Resource Planning: Support resource planning efforts and heat maps. Build and maintain spreadsheets and trackers to support staffing visibility, workload distribution, and resource planning.
•Process Improvement: Identify gaps or inefficiencies in workflows and opportunities for additional support. Proactively streamline administrative processes and implement efficiency-enhancing measures. Make recommendations for improving departmental operations where appropriate.
•Confidentiality and Compliance: Handle sensitive and confidential information with utmost discretion. Ensure compliance with organizational policies, procedures, and relevant regulations.
•Team Collaboration: Collaborate with other administrative staff and department members to foster a positive and productive work environment. Support cross-functional teamwork and contribute to a cohesive team dynamic.
•Additional responsibilities include but are not limited to: 
    Review, edit, and/or conduct quality checks of documents and reports.
    Configure, update, and maintain engineering document management systems and permissions.
    Create and maintain organizational charts.
    Manage shared calendars and inboxes as needed.
    Other duties as assigned. 

Qualifications

•Bachelor’s degree is preferred, though not required.
•5+ years of experience as an administrative assistant, office coordinator, or project coordinator - requires broad knowledge of operational procedures and tools obtained through work experience. 
•Intermediate or higher computer skills, including Bluebeam, SmartSheet, SharePoint, and MS Office Suite (Word, Excel, PowerPoint, Outlook).
•Aptitude for identifying issues, finding solutions, and making independent decisions when necessary.
•Strong written and verbal communication skills.
•Detail oriented with strong analytical, organization and time management skills.
•Ability to:
    Perform complicated/complex administrative tasks.
    Prioritize work, handling numerous/diverse tasks from multiple stakeholders while meeting and exceeding stringent deadlines.
    Remain flexible when dealing with changing requirements.
    Problem-solve and make decisions to proactively resolve issues. 
    Work independently and as part of a team.
    Develop productive working relationships.
    Identify and utilize the correct tools and systems to support the department(s).
    Maintain a high degree of confidentiality and integrity with sensitive information.

PREFERRED EXPERIENCE:
•Bachelor’s degree in business or related field
•Software: Bluebeam PDF Editor, Smartsheet, MS Visio, MS Teams, MS Office 365
•EDMS such as InEight, SharePoint, and ProjectWise
•Knowledge of construction and engineering related terms