Project Administrator Job Lexington area,Kentucky USA,Business

Lexington, KY
2365 Harrodsburg Rd
Suite B300
Lexington, KY 40504, USA

Schnabel is an employee-owned, professional engineering and consulting firm that focuses on solving problems related to the earth and environment through specialization in geotechnical, geostructural, tunnel, and dam engineering. Schnabel’s high standards for quality, business ethics, and concern for the communities in which we live are a vital part of who we are. Schnabel is an ENR Top 500 Design Firm with 700+ employees in 32 offices throughout the United States.

Recognized by CE News as one of the Best Engineering Firms to Work for, Schnabel provides employees with a competitive benefits package including maternity leave, tuition reimbursement for continuing education, health, dental, life and disability insurance and a wellness program. As an employee-owned company, through the Employee Stock Ownership Plan, Schnabel employees directly benefit from the success of our growing firm.

Benefit options include:

Medical insurance
Flexible spending accounts
Employee life & ADD insurance (100% company-paid)
Short-term disability (100% company-paid)
Long-term disability
Supplemental life insurance
401(k) and profit-sharing plan
Employee stock ownership plan (ESOP)
Paid time off
9 Paid Holidays
Wellness program
Professional development and tuition reimbursement

Job Description:

Our U.S. South region is seeking an organized and motivated Project Administrator to support our growing practice. The role is ideal for someone who enjoys contributing to a strong team culture and helping projects and offices run efficiently. The geographic base location for this role is Lexington, Kentucky, Nashville, TN, or Knoxville, TN, with periodic travel to the other two locations.

The geographic base location for this role is Lexington
, Kentucky
, Nashville
, TN
, or Knoxville
, TN
, with periodic travel to the other two locations.

In this role, you will work closely with Branch Leaders and Project Managers to support project delivery through the full project life cycle and oversee office operations. Efforts will range from supporting business development and marketing to project administration and quality control, while also facilitating the daily operations of the office. A key responsibility is to ensure the quality and consistency of project deliverables by coordinating reviews and performing final quality checks, including proofreading, formatting, and editing of technical documents.

In addition to core project administration responsibilities, provide ad hoc office and front‑desk support across multiple offices, professionally greeting and assisting internal and external visitors. Periodic travel between offices is required.

Job Responsibilities:

This position focuses on supporting Branch Leaders, Project Managers and other office staff in three key areas – Project Administration, Office Management, People and Culture - to improve project delivery and overall efficiency and the day-to‑day function of the regional offices.

Project Administration

Create and review various technical documents, including letters, meeting minutes, presentations, memoranda, and reports. This involves editing, formatting, assembly, and document delivery.
Assist with Marketing and Business Development efforts, such as reviewing project opportunities, developing proposals, and providing outreach at local events.
Collaborate with Project Engineers and Managers to initiate projects, prepare budgets, organize schedules, and develop work breakdown structures.
Monitor project lifecycle by reviewing budgets, financial forecasts, and other business reports. Track revenue and customer billing, and coordinate between accounting and project staff to ensure that project charges are accurate.
Coordinating client-specific invoicing requirements between project team and accounting staff.
Assist with client and subcontractor coordination by reviewing contracts and processing invoices, check requests, and certificates of insurance.

Office Management Duties

Coordinate meeting logistics including scheduling, calendar management, conference room booking and…