Project Coordinator / Project Administrator – PMO (Contracts & Procurement Operations)

Arcadis•Middletown, CT

8d•$60,000 - $80,000•Hybrid

About The Position

The Administrator, GWE PMO (Contracts & Procurement Operations), supports capital, facilities, and project-based initiatives through procurement coordination, contract administration, purchase order management, vendor engagement, project controls, financial tracking, and documentation management. The role acts as a key liaison between project teams, vendors, procurement, finance, consultants, and site stakeholders, helping ensure projects are executed efficiently, follow internal procedures, and maintain accurate financial and project records. The position is based in Groton, Connecticut, with a hybrid work arrangement requiring employees to work on-site three days per week.

Requirements

Bachelor’s degree in Accounting, Finance, Business Administration, or a related field.
3 to 5 years of experience in accounting, procurement, contract administration, purchase order management, invoice review, change order processing, or project controls within a construction, facilities, engineering, or project-based environment.
Proficiency with accounting and procurement systems, Microsoft Excel, and Microsoft Office applications.
Strong analytical skills, including the ability to review financial and project data, identify trends, investigate discrepancies, and provide actionable recommendations.
Attention to detail and accuracy in maintaining financial records, contracts, procurement documentation, and project reporting.
Excellent verbal and written communication skills and ability to collaborate with project teams, vendors, finance, leadership, clients, and other stakeholders.
Strong organizational and time-management skills, with the ability to manage multiple projects, priorities, and deadlines in a fast-paced environment.
Problem-solving abilities and experience supporting compliance, document control, audit readiness, and project record management.

Responsibilities

Coordinate purchase order requests, change orders, contract routing, requisition submissions, and procurement approvals for capital and operational projects.
Support contract administration, including contract execution, vendor agreements, proposal reviews, DocuSign workflows, and contract documentation management.
Serve as a primary point of contact for vendors and project teams regarding quotes, invoices, payment documentation, and procurement-related requests.
Maintain capital requisition trackers and purchase order status reports for governance reviews, project controls, and leadership reporting.
Coordinate requests and communications among project managers, consultants, procurement teams, finance teams, vendors, and site stakeholders across multiple projects.
Monitor project financial information, budgets, commitments, and expenditures for accurate tracking and reporting.
Assist with review and processing of invoices, contracts, purchase orders, and change orders, ensuring compliance with company procedures.
Maintain SharePoint repositories, procurement records, contract files, project documentation, and audit-ready records according to document retention and naming standards.
Identify and resolve procurement, contract, and financial discrepancies in collaboration with project teams and stakeholders.
Provide guidance and support to project coordinators and team members on procurement procedures, contract workflows, documentation requirements, and related processes.