Project Administration Supervisor

RH2 Engineering • Bothell, WA

15h • Onsite

About The Position

This position oversees the training and workloads for Administrative Assistants and Office Coordinators. This role is a working manager who performs contract administration, project coordination, executive support and corporate administration. With your skills you will: Coordinate the preparation of client and subconsultant contracts using the established review process with Project Accounting and a Legal review. Acquire Director reviews and signatures for fully executed documents. Assist Project Managers, Principals, and Directors in workload planning surrounding the preparation of correspondence, reports, technical specifications, water/sewer plans, and other technical-related documents from rough drafts to final product. Lead Administrative team meetings and monitor administrative workloads and coordinate assistance and backup, as needed. Manage Administrative procedures and provide training and guidance for new staff. Participate in interview and selection process for Administration positions in all locations. Maintain network and paper copies of project files. Prepare files for archiving or destruction following internal procedures. Attend Project Manager workload meetings to stay abreast of upcoming projects. Communicate Administrative changes or shortages to ensure deliverables are achieved. Supervise Administrative Assistants and/or Office Coordinators. Track and assist executives with their PE and PMP recertifications. Conduct research on various topics. May provide advanced administrative support to Directors, Accounting & Finance, HR, small offices without administration support and assigned professional disciplines. Participate in special projects and reports on quarterly activities in All Company Meeting. Perform backup duties to Bothell Office facilities as needed. Other duties and responsibilities as assigned.

Requirements

• Bachelor’s degree preferred with direct applicable work experience supporting Project Managers and Executives and supervising staff.
• Ten (10) years of progressive administrative responsibilities in a professional office setting, preferably in the A&E industry or consulting environment, including supervisory experience.
• Minimum two (2) years of experience in a workload management, team lead, or supervisory role.
• Demonstrated experience collaborating and building effective relationships across multiple levels and office locations.
• Familiarity with navigating AI assisted-platforms (e.g. Co-Pilot, Chat GPT, Gemini).
• Experience in preparing, editing, and formatting large documents in Word and Excel.
• Excellent communication skills, both verbal and written.
• Interpersonal skills: accessible, approachable, and able to interface with clients, peers, and technical professionals on all levels; experience working in distributed work environment where other key members of team are in remote offices a plus.
• Excellent time management skills and ability to prioritize and tackle tasks head-on, consistently delivering results within changing priorities and deadlines.
• Ability to maintain confidentiality of Corporate financial reports, special projects, employee relations issues, and other Executive-related issues.
• Microsoft Office Suite including Outlook, Excel and Word preferred at an intermediate skill level, and experience with Adobe.

Nice To Haves

• Experience working in distributed work environment where other key members of team are in remote offices a plus.

Responsibilities

• Oversee the training and workloads for Administrative Assistants and Office Coordinators.
• Perform contract administration, project coordination, executive support and corporate administration.
• Coordinate the preparation of client and subconsultant contracts using the established review process with Project Accounting and a Legal review.
• Acquire Director reviews and signatures for fully executed documents.
• Assist Project Managers, Principals, and Directors in workload planning surrounding the preparation of correspondence, reports, technical specifications, water/sewer plans, and other technical-related documents from rough drafts to final product.
• Lead Administrative team meetings and monitor administrative workloads and coordinate assistance and backup, as needed.
• Manage Administrative procedures and provide training and guidance for new staff.
• Participate in interview and selection process for Administration positions in all locations.
• Maintain network and paper copies of project files.
• Prepare files for archiving or destruction following internal procedures.
• Attend Project Manager workload meetings to stay abreast of upcoming projects.
• Communicate Administrative changes or shortages to ensure deliverables are achieved.
• Supervise Administrative Assistants and/or Office Coordinators.
• Track and assist executives with their PE and PMP recertifications.
• Conduct research on various topics.
• Provide advanced administrative support to Directors, Accounting & Finance, HR, small offices without administration support and assigned professional disciplines.
• Participate in special projects and reports on quarterly activities in All Company Meeting.
• Perform backup duties to Bothell Office facilities as needed.
• Other duties and responsibilities as assigned.

Benefits

• 100% paid insurance premiums for medical, dental, vision, life, AD&D, disability, and an employee assistance program (EAP) employee coverage.
• Two buy-up medical plans are available, and low-cost partner and dependent coverage offered.
• Nine (9) paid holidays.
• Competitive Paid Time Off (PTO) accrual benefit.
• 401(k) retirement plan with pre-tax and after-tax contribution options, generous employer 401(k) match, employer profit sharing contribution, employer Employee Stock Ownership Plan (ESOP) contribution, HSA with an annual employer contribution, FSA, and dependent care FSA available.
• Office social events, all-company retreat, and paid volunteer hours to encourage local community involvement and partnerships.
• Service anniversary bonuses and/or additional PTO on milestone anniversaries, incentives for professional licensure, defined career progression for every discipline, and mentorship from experienced professionals.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior