Project Administrator - Architecture and Engineering Services

What We're Looking For

HNTB is seeking a Project Administrator to support the successful delivery of projects through the coordination and administration of project management processes, project documentation, financial tracking, resource planning, and operational reporting. This position provides administrative and project support throughout all phases of project delivery by maintaining project records, monitoring project performance data, coordinating project workflows, and supporting project managers and project teams in achieving project objectives.

HNTB is seeking a Project Administrator to support the successful delivery of projects through the coordination and administration of project management processes, project documentation, financial tracking, resource planning, and operational reporting. This position provides administrative and project support throughout all phases of project delivery by maintaining project records, monitoring project performance data, coordinating project workflows, and supporting project managers and project teams in achieving project objectives.

• Prepares and maintains project plans, tracks project progress, and prepares reports for clients or project stakeholders including interpreting evaluation and performance scores, and deliverable tracking of submittals and reviews. Communicates deliverables required of each stakeholder, including step by step timelines.
• Coordinates work planning, project staffing, and schedules, manages the collaboration, review, editing, and approvals of project documents by office disciplines and stakeholders. Assists in the management, maintenance, and distribution of project schedules in applicable software.
• Provides technical editing and formatting of project-related documents such as specifications, technical reports, and memos. Assists project managers in the writing and/or reviewing of project scope and fee proposals and documents. May review project proposals and requirements for adherence to contract language.
• Monitors, tracks, and files large amounts of project documentation. Uploads and downloads deliverable documents to and from client systems. Copies and/or scans project-related documents and coordinates the distribution to internal and external stakeholders.
• Assists project managers with financial management tasks such as, monitoring labor charges and expense detail and reporting on job budgets and costs to achieve goals. May assist in the preparation of project financial performance data for monthly project review meetings.
• Supports the project and/or office quality plan and quality management system by documenting the performance of management and quality control reviews. Generates and updates the relevant QA/QC documentation and assists with the development and maintenance of the project filing structure.
• Communicates complex issues, problems, or additional information to project managers and project stakeholders and recommend solutions.
• May provide leadership, coaching and mentoring to earlier career staff.
• Performs other duties as assigned.

• Bachelor’s Degree and 6 years of experience, or
• Associate’s degree and 8 years of relevant experience, or
• In lieu of education, 10 years of relevant experience

• Considered highly skilled and proficient in discipline.
• Experience in planning and implementation of cross-functional business efforts. Ability to work well under deadlines and juggle multiple priorities. Strong meeting management skills.
• Experience managing to project plans, timelines, and schedules
• Ability to organize and prioritize tasks from multiple sources in a fast-paced environment, while maintaining highest quality standards
• Excellent communication, interpersonal, and organizational skills; ability to communicate to technical, business stakeholders.

• Project administration and coordination
• Financial forecasting, tracking, and reporting
• Schedule and deliverable management
• Document control and records management
• Data analysis and dashboard reporting
• Microsoft Office Suite and project management systems
• Communication and stakeholder coordination
• Resource planning support
• Quality…