Project Administrator

2 days ago Be among the first 25 applicants

ABOUT THE POSITION

Are you ready to work with a great team; feel valued and be able to learn and grow personally and professionally, then we want to talk. Our 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 scheduling, and manage contracts/subcontracts.

You will also be a resource in general office administrative matters.

• Helps track logs for proposals, project contracts, and amendments.
• Assists PMs with creation and tracking of the business development pipeline.
• Prepares contracts, sub‑agreements, and contract amendments for PMs and Managing Director’s review and signature. Reviews contract documents for completeness and quality, and 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, and prepares status reports for clients or project stakeholders.
• Schedules team meetings and coordinates cross‑functional meetings to facilitate collaboration.
• Maintains project‑related records and documentation and assists PMs with client administrative requirements (e.g., cover letters, progress reports).
• Provides administrative assistance to PMs and the 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.

• 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 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.
• Prior project management support experience preferred, or desire to learn.

Our best estimate of the salary range for this position is $73,000–88,000 in Boston/Watertown, MA; $72,000–86,000 in Worcester, MA; and $70,000–84,000 in Springfield, MA. The final compensation will be based on a variety of factors such as individual qualifications, education, and experience.

• Diverse and inclusive culture of collaboration and innovation.
• Opportunity to work on complex, transformational projects.
• Community and social responsibility as sustainable stewards.
• Focus on learning, development, and career growth.
• Best‑in‑class benefits, including flexible, hybrid workplace.

VHB is a proud Equal Opportunity Employer. Since our founding, we have intentionally fostered a culture of inclusion and belonging, supported by deep‑rooted core values, one of which is diversity. Qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or other characteristics protected by law.