Project Support Specialist
About The Position
The Project Support Specialist provides intermediate-level project coordination, document control, and administrative support for municipal water and wastewater infrastructure construction projects. The role supports project managers, construction managers, field staff, contractors, clients, regulatory agencies, and community stakeholders by maintaining organized project information, supporting timely communication, and coordinating construction-phase documentation and workflows. Working as part of Ramboll’s Construction Management team, the specialist helps maintain project records, track action items and deliverables, coordinate meetings and communications, support reporting, and ensure project information remains accurate, accessible, and audit-ready throughout the project lifecycle. The position is located in New York City, NY. Applicants must be authorized to work in the United States full-time; sponsorship is not available.
Requirements
- High school diploma required.
- 3–5 years of experience in project support, project coordination, construction administration, document control, or a similar support role.
- Experience supporting infrastructure, municipal water or wastewater, civil construction, engineering, or consulting projects.
- Working knowledge of construction-phase documentation such as RFIs, submittals, meeting minutes, change documentation, project logs, and closeout records.
- Proficiency in Microsoft Office Suite and project tracking or document management systems.
- Working knowledge of construction project management systems, including document workflows, approvals, tracking, and reporting support.
- Strong organizational skills and attention to detail, with the ability to manage multiple priorities and deadlines with a good degree of independence.
- Strong written and verbal communication skills and ability to work effectively with project teams, contractors, clients, regulatory representatives, and stakeholders.
- Must be currently authorized to work in the United States on a full-time basis; no sponsorship is available.
Nice To Haves
- Associate or bachelor’s degree in engineering, business administration, project management, communications, engineering support, or a related field.
- Project Management Professional (PMP) certification.
- Multilingual skills.
- Ability to identify process gaps and recommend practical improvements.
- Experience providing informal guidance or support to junior staff.
Responsibilities
- Provide day-to-day project coordination and administrative support for active municipal water and wastewater infrastructure projects across multiple workstreams.
- Assist project teams with tracking schedules, milestones, deliverables, risks, action items, and documentation requirements.
- Maintain project correspondence, meeting minutes, submittal logs, RFI logs, change tracking logs, contractor documentation, and closeout records.
- Prepare, format, and distribute reports, dashboards, status updates, meeting materials, presentations, and client-facing documentation.
- Coordinate meetings with internal teams, clients, contractors, regulatory agencies, and stakeholders, including scheduling, agenda preparation, recording decisions, and following up on action items.
- Monitor project inboxes, communications, and workflow systems to support timely responses, accurate documentation, and escalation of urgent or sensitive matters.
- Use construction project management and document control platforms to upload, track, organize, and route project documentation and workflows.
- Support communications related to construction activities, service disruptions, public notices, and stakeholder inquiries.
- Track contractor submissions, field updates, change documentation, compliance-related records, and closeout materials for project controls and records management.
- Review project files, logs, and records for completeness, consistency, and accuracy, and escalate gaps or issues as needed.
- Coordinate between office and field teams to communicate construction-phase information accurately and consistently.
- Support continuous improvement of project support procedures, document workflows, filing systems, and reporting practices.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
