Project Administrator

VHB • Wethersfield, CT

25d • $72,000 - $92,000 • Hybrid

About The Position

VHB’s Connecticut office is seeking a Project Administrator to provide essential support across the office and its teams. The role works closely with Project Managers to prepare budgets, set up projects, maintain project schedules, and coordinate contracts and subcontracts. The position also supports business development, project administration, client requirements, and project documentation. Responsibilities may vary depending on the needs of the specific team, as determined by the Managing Director. The Project Administrator is expected to understand and follow VHB policies and practices, maintain confidentiality, and perform all job functions in compliance with applicable federal, state, and local regulations and VHB policies and procedures.

Requirements

• At least 4 years of office administration experience.
• Bachelor’s degree or equivalent experience.
• Proficiency in Microsoft Office Suite and Adobe Acrobat.
• Experience maintaining and updating electronic filing systems.
• Excellent verbal, written, and interpersonal communication skills.
• Strong customer service abilities, with an emphasis on timely responses.
• Proactive critical-thinking and problem-solving skills.
• Ability to perform multiple tasks independently in a timely manner and collaborate effectively and positively with coworkers.
• Self-motivated, highly organized, and detail-oriented.

Nice To Haves

• Office administration experience in the AEC industry.
• Prior project management support experience.

Responsibilities

• Track logs for proposals, project contracts, and amendments, including client acceptance and authorization status.
• Track project milestones, deliverables, deadlines, risks, and outstanding items.
• Assist with project kickoff tasks and the client registration process.
• Assist Project Managers with creating and tracking the business development pipeline.
• Prepare contracts, subagreements, and contract amendments for Project Managers’ and Managing Directors’ review and signature.
• Review contract documents for completeness and quality, and expedite final documents as directed by Project Managers.
• Coordinate with the finance team to ensure contract budget compliance.
• Coordinate with the legal team for contract-term review and preparation.
• Assist Project Managers in developing project timetables for services and deliverables, and track project progress.
• Prepare status reports and documents for clients or project stakeholders.
• Schedule team meetings.
• Maintain accurate project-related records and documentation.
• Assist Project Managers with client administrative requirements, such as cover letters and progress reports.
• Provide administrative assistance to Project Managers and the team.
• Assist with onboarding project team members for the contract review process.
• Follow VHB policies and practices, maintain confidentiality, and comply with applicable regulations and company procedures.

Benefits

• Eligible employees may participate in the VHB 401(k) plan.
• Medical, dental, and vision insurance.
• Life and disability insurance.
• Wellness programs.
• Tuition reimbursement.
• Recognition programs.
• Eligible employees may receive annual incentive compensation bonuses, spot bonuses, and merit-based salary increases.
• Flexible, hybrid work environment.

What This Job Offers

• Job Type: Full-time