Project Administrator

Our Northeast Division is a well-respected and award-winning group where career development, training, and mentoring co-exist with diverse civil, environmental, water resources, and traffic/transportation projects in a fast-paced and rewarding work environment.

We are hiring a Project Administrator for a hybrid role to support Project Managers and technical teams based out of our Woburn, MA or Quincy, MA offices. This position focuses on administrative, contractual, and project coordination tasks that will help ensure smooth execution of projects across the Northeast Division. The ideal candidate will be organized, detailoriented, and comfortable working in a fastpaced consulting environment.

Your Responsibilities as a Project Administrator:

• Assist Project Managers with contract administration, including drafting, reviewing, and tracking contract documents, amendments, sub-agreements,vendor setups, and compliance requirements
• Support project setup in internal systems, ensuring accuracy of budgets, billing rates, task codes, and contractual obligations
• Coordinate project schedules, deadlines, and deliverables with internal staff and external partners
• Maintain project files, documentation logs, subcontractor records, and QA/QC forms in SharePoint or designated systems
• Track project progress, deliverable status, risks, and issues;assist with preparing project status reports
• Support invoice preparationincluding helping todevelop supporting documentation for invoices,accounts payable coordination, and monthly billing cycles
• Monitor aged receivables and support project managers with collections
• Schedule and coordinateinternalproject meetings, take notes, and distributemeeting minutes andaction items
• Provide general administrative support to project teams across theNortheast Division offices
• Coordinatefield staffor resident project representativeassignments andprovide weekly updated schedules to Project Managers
• Coordinatewith the internal Health and Safety department to complete project requirementsandcommunicate with ourexternal partners to schedule and coordinate work

What we're looking for:

• 3+ years of experience in an administrative support or project coordination role
• Associate's or Bachelor's Degree is preferred. Business Administration, Project Management, Engineering or a related major would be a plus
• Strong organizational andwritten/verbalcommunicationskills
• Excellent attention to detail
• Proficiency with Microsoft Office (Excel, Word, PowerPoint) and collaboration tools such as SharePoint and Teams
• Basic understanding of contracts, proposals,and/or project financials
• Ability to manage multiple priorities and work both independently and collaboratively
• Previous AEC industry experience is a plus

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Why you'll love working for us:

• Company-subsidized medical and dental.
• Company-paid life, short, and long-term disability.
• 401k match, tuition assistance, and more.
• Cross-training and the ability to work on a variety of projects.
• Performance-based bonuses or other incentives.
• Working with the best and brightest in the industry.
• 2,000+ employee national firm with 70+ locations across the US.

Req ID: 11161