Project & Administrative Coordinator

Position Overview

The Project & Administrative Coordinator provides high-level administrative, operational, and project coordination support to ESE leadership and technical teams. This role supports efficient office operations, project delivery, financial tracking, and client service while assisting with project setup, proposal development, reporting, invoicing, and internal coordination across multiple service lines.

Job Location: Dallas

Job Type: Full Time

• Assist leadership with project tracking, budgeting, scheduling, and month-end closeout procedures.
• Set up projects and proposals in Salesforce and Deltek.
• Assist staff with proposal development, tracking, and respond to online proposal requests.
• Track project costs and generate performance reports.
• Ensure timesheets are submitted accurately and audited weekly.
• Issue and manage purchase orders and subcontractor invoices.
• Assist with accounts payable, expense reconciliation, and invoice generation.
• Prepare and deliver client reports through electronic delivery systems.
• Support technical staff with administrative aspects of report preparation.
• Conduct research on industry-related topics.
• Support proposal development and marketing efforts as needed.
• Answer, screen, and route inbound phone calls; greet and direct visitors.
• Perform general clerical duties including copying, mailing, filing, and document management.
• Maintain electronic and hard copy filing systems.
• Coordinate meetings, calendars, travel arrangements, and appointments.
• Maintain office supply inventories and coordinate office equipment maintenance.
• Ensure the office environment remains organized and professional.
• Open, sort, and distribute incoming correspondence.
• Coordinate staff records related to telephones, parking, and company vehicles.
• Schedule company vehicle usage and track maintenance.
• Support quality management system initiatives.
• Assist Human Resources with employee engagement activities.
• Provide accounting support as requested (POs, project setup, expense reconciliation).
• Perform other duties, as assigned.

• High School Diploma or Associate’s Degree required
• Bachelor’s Degree preferred
• 3–5+ years of administrative and/or project coordination experience
• Professional services or consulting experience preferred
• Software: MS Office (Word, Excel, Teams, Outlook, etc.), Adobe Acrobat, experience with Deltek VantagePoint or similar program

• Professional and positive demeanor
• Strong communication skills
• Organizational and time management skills
• Attention to detail
• Problem-solving ability
• Adaptability and teamwork

• ESE is a purpose-driven firm recognized as Texas’ Most Trusted Environmental Experts.
• Collaborative, supportive team culture with room to grow and develop new skills.
• Competitive salary and benefits
• Supportive and collaborative work
• Professional development and growth

We are committed to responsibly moving our client’s business forward through environmental problem solving, creating wealth for stakeholders and improving our community’s quality of life.

Competitive Salary

Paid Quarterly – based on personal and company performance

• Health Insurance
• Dental and Vision Insurance
• Long Term Disability
• Life Insurance
• Subscription to Ramsey Every Dollar Premium
• 401 K with employee match up to 4% of gross
• 120 Hours Personal Time Off
• 8 Paid Holidays