The posting
Decima International is a professional services company, providing project management and controls services to clients in the United States and the Middle East. Our mission is to become the premier professional services provider across all industry sectors we are engaged in. To accomplish this, Decima International’s founders established a simple yet powerful formula:
Approach each client engagement as a partnership, create an environment that attracts the most talented professionals and allows them to flourish, and regulate growth to maintain excellence in our service standards.
We are looking for a motivated and skilled Project Coordinator/Administrator to join our team on a hyperscale data center construction site in St. Louis, Missouri. We seek dedicated individuals who are passionate about innovation and can effectively multitask in a fast-paced environment. Our goal is to support your growth and help you pursue what inspires you, so we can create a significant impact together. This role requires strong interpersonal, communication, and organizational skills, as well as the ability to work independently. The ideal candidate must be able to manage multiple tasks simultaneously and coordinate logistics and administrative efforts for multiple stakeholders and team members.
You will perform a wide variety of administrative, logistical, and support services. You will be accountable for coordinating travel, meals, meetings, calendars, and day-to-day site logistics; processing invoices; scheduling meetings; maintaining meeting minutes; and managing travel itineraries. You will also assist the team with maintaining databases and tracking and preparing reports, budgets, and financials. Your strong organizational skills and ability to communicate with staff at all levels, both orally and in writing, will help us meet our clients’ objectives.
Responsibilities:
- Manage calendars and scheduling for multiple stakeholders and team members, including coordinating meetings, conference calls, appointments, and site activities across multiple time zones.
- Coordinate meeting logistics, including reserving meeting spaces, preparing agendas and materials, arranging audiovisual support, and ensuring all participants receive timely information.
- Coordinate meals, catering, and refreshments for meetings, site teams, client visits, and project events, including managing orders, deliveries, dietary requirements, and vendor communication.
- Handle incoming and outgoing site correspondence, including emails, phone calls, deliveries, and mail, ensuring professional communication and timely responses.
- Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, and detailed itineraries, ensuring cost efficiency and adherence to company policies.
- Support day-to-day site logistics for project personnel, visitors, clients, consultants, and contractors, including coordinating access, arrival details, workspaces, transportation, and other administrative requirements.
- Maintain organized filing systems for both digital and physical project documents to ensure easy retrieval and compliance with company and site standards.
- Prepare, take, and distribute accurate meeting minutes, tracking action items and following up as needed to support timely execution.
- Process and track invoices, receipts, travel expenses, catering costs, and other administrative expenditures, coordinating with vendors and internal teams as required.
- Monitor, order, and manage office and site supplies and inventory, ensuring adequate stock levels and coordinating with vendors when necessary.
- Maintain administrative databases, trackers, contact lists, calendars, and reports to support accurate and timely project coordination.
- Provide general administrative support to the site team, including document preparation, data entry, expense tracking, presentation development, and ad hoc administrative and logistical tasks as required.
QUALIFICATIONS Required qualifications:
- Bachelor’s degree or equivalent from a well-reputed university.
- 3+ years of progressive administrative experience, preferably in a professional services, construction, project-based, or client-facing environment.
- Advanced computer skills in MS Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams.
- Demonstrated competencies in communication, planning and organizing, flexibility and adaptability, customer service, problem assessment and problem-solving, attention to detail, and teamwork.
- Excellent interpersonal skills, strong logistics and coordination experience, and the ability to work effectively with all levels of internal management and staff, as well as external clients, contractors, suppliers, and vendors.
- Proven ability to manage calendars, meetings, travel arrangements, meals, and competing priorities for multiple stakeholders and team members.
- Proven experience developing reports, trackers, and presentations for different audiences.
- Prior experience in client-facing roles, with the ability to represent the organization professionally and confidently.
- Ability to work full-time, on-site in a fast-paced hyperscale data center construction environment.
Preferred qualifications:
- Experience in engineering, construction, data centers, technology, or a related professional services organization is highly preferred.
- Previous experience providing administrative and logistical support on a large-scale construction site or complex capital project.
- Experience working closely with executives, project leadership, clients, contractors, and multidisciplinary site teams.
POSITION DETAILS:
- Location (on-site): St. Louis, Missouri
- Position: Project Coordinator/Project Administrator
- Position Classification: Salary-based full-time hours
- Current work permit required. This position does not offer sponsorship for employment (e.g., H-1B visa sponsorship or transfer not offered)
PRODUCTIVITY TOOLS:
- Microsoft Office
- Microsoft 365
Decima International is an Equal Opportunity Employer that is committed to the safety and well-being of all. 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.
