Office Administrator and Senior Project Coordinator

HNTB Corporation•Charlotte, NC

2d•Onsite

About The Position

At HNTB, you can create a career that is meaningful to you while building communities that matter to all of us. For more than a century, we have been delivering solutions for some of the largest, most complex infrastructure projects across the country. With our historic growth, it is an exciting time to join our team of employee-owners. This opportunity entails coordinating tasks and providing professional project management support to one or more project teams in assigned function or discipline. Supports Technical staff by performing a variety of project-related coordination and facilitation activities. Performs administrative project functions throughout the project lifecycle from discovery and planning to delivery and close out phases. This role will provide essential administrative, office management, and project document control support for HNTB’s Charlotte teams in both the Whitehall (airport) office and the Uptown location. This position supports daily office operations (20% of time) while primarily focusing on project support, document control, quality control coordination, and client-facing logistics for major aviation programs, including CLT Airport initiatives. The role requires strong organizational skills, attention to detail, comfort working with multiple project teams, and the ability to coordinate across staff, clients, and systems such as Microsoft programs, BlueBeam, and Trimble Unity Construct. Part-time (25+ hours per week) applicants will also be considered.

Requirements

Bachelor’s Degree and 3 years of experience, or Associate’s degree and 5 years of relevant experience, or In lieu of education, 7 years of relevant experience
Requires moderate skill set and proficiency in discipline.
Experience in planning and implementation of cross-functional business efforts.
Ability to work well under deadlines and juggle multiple priorities.
Strong meeting management skills.
Experience managing to project plans, timelines, and schedules.
Ability to organize and prioritize tasks from multiple sources in a fast-paced environment, while maintaining highest quality standards.

Nice To Haves

Some experience in airport work.

Responsibilities

Prepares and maintains project plans, tracks project progress, and prepares reports for clients or project stakeholders including interpreting evaluation scores, and deliverable tracking of submittals and reviews.
Communicates deliverables required of each stakeholder, including step by step timelines.
Coordinates work planning, project staffing, and schedules, manages the collaboration, review, editing, and approvals of project documents by office disciplines and stakeholders.
Assists in the management, maintenance, and distribution of project schedules in applicable software.
Provides technical editing and formatting of project-related documents such as specifications, technical reports, and memos.
Monitors, tracks, and files large amounts of project documentation.
Uploads and downloads deliverable documents to and from client systems.
Copies and/or scans project-related documents and coordinates the distribution to internal and external stakeholders.
Supports the project and/or office quality plan and quality management system by documenting the performance of management and quality control reviews.
Generates and updates the relevant QA/QC documentation and assists with the development and maintenance of the project filing structure.
Communicates moderately complex issues, problems, or additional information to project managers and project stakeholders and may recommend solutions.
May review project proposals and requirements for adherence to contract language.
Assists project managers with financial management tasks such as, monitoring labor charges and expense detail and reporting on job budgets and costs to achieve goals.
May assist in the preparation of project financial performance data for monthly project.
Performs other duties as assigned.