Project Administrator

VHB•Rutland, VT

1d•Hybrid

About The Position

Our energetic integrated engineering, planning, and environmental consulting team has an opening for a Project Administrator. This person will provide support to the office and its various teams, working closely with project managers (PMs) as they prepare budgets, set up project, project scheduling, contracts/subcontracts. You will also be a resource in general office administrative matters.

Requirements

Proficient in Microsoft Office Suite and Adobe Acrobat.
Experience maintaining and updating electronic filing systems.
Excellent verbal, written, and interpersonal communication skills.
Exceptional customer service abilities with an emphasis on timely response.
Critical thinking and problem-solving skills.
Team oriented with ability to perform multiple tasks independently in a timely manner and collaborate effectively and positively with coworkers.
Self-motivated, highly organized, and detail oriented.
4+ years of office administration experience, preferably in the AEC industry
Bachelor's Degree or equivalent experience

Nice To Haves

Prior project management support experience preferred, or desire to learn

Responsibilities

Helps track logs for proposals, project contracts, and amendments (e.g., project status of client’s acceptance and authorization).
Assists PM's with creation and tracking of the business development pipeline.
Prepares contracts, sub agreements, contract amendments for PM’s and Managing Director’s review/signature. Reviews contract documents for completeness and quality. Expedites final documents at the direction of PMs.
Coordinates with the legal team for review and preparation of contract terms.
Assists PMs with developing project timetables for services and deliverables. Tracks project progress. Prepares status reports and documents for clients or project stakeholders.
Schedules team meetings. Coordinates cross-functional meetings to facilitate collaboration.
Maintains project-related records and documentation. Assists PMs with client administrative requirements (e.g., cover letters/progress reports).
Provides administrative assistance to PMs and team.
Understands VHB policies and practices and maintains confidentiality.
Performs all job functions in compliance with applicable federal, state, and local regulations and VHB policies and procedures.