What are the responsibilities and job description for the Project Administrator position at VHB?
Overview:
Skills and Attributes
This position requires COVID-19 vaccination per client requirements.
New employees will be onboarded virtually and begin their employment from home. We are in the process of planning for a safe, hybrid return to the workplace in alignment with government and CDC guidelines.
VHB is proud to be an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status, age or any other federally protected class.
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About Us
WE ARE VHB—a passionate team of engineers, scientists, surveyors, planners, and designers tackling exciting challenges in the transportation, real estate, institutional, applied technology, and energy industries—serving a range of public- and private-sector clients. At VHB, we are dedicated to improving mobility, enhancing communities, and balancing development and infrastructure needs with environmental stewardship.
It’s not surprising that VHB has consistently been rated one of the top AEC firms to work for across our 30 offices on the East Coast. We’re growing, and we hope you’ll join us!
About the Position
The project administrator will under general supervision, coordinate tasks and provides professional administrative project support for one or more functional areas or team. Assists project managers (PMs) with the preparation of budgets, project set-up, project schedule, contracts/subcontracts. Supports department/team on administrative matters.
Responsibilities
- Maintains tracking log for proposals, project contracts, and amendments (e.g., project status of client’s acceptance and authorization).
- Assists PMs with creation and tracking of the business development pipeline.
- Prepares contracts, sub agreements, contract amendments for PM’s and Managing Director’s review/signature. Reviews contract documents for completeness and quality. 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. Prepares status reports and documents for clients or project stakeholders.
- Schedules team meetings. Coordinates cross-functional meetings to facilitate collaboration.
- Maintains project-related records and documentation. Assists PMs with client administrative requirements (e.g., cover letters/progress reports).
- Assists PMs with preparing budgets.
- Provides administrative assistance to PMs and team.
- Understands VHB policies and practices and maintains confidentiality.
- Participates in professional and personal development aligned with career goals.
- Performs all job functions in compliance with applicable federal, state, and local regulations and VHB policies and procedures.
Skills and Attributes
- Fundamental knowledge and understanding of project management.
- 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.
- Project management skills preferred.
- Critical thinking and problem-solving skills.
- Team oriented with ability to perform multiple tasks independently in a timely manner and collaborate effectively and positively with coworkers.
- Self-motivated, highly organized, and detail oriented.
- Skills and knowledge must be commensurate with the required experience and job level.
Qualifications
- 4 plus years of office administration experience, preferably in the AEC industry
- Bachelor's Degree or equivalent experience
- Prior project management support experience preferred
This position requires COVID-19 vaccination per client requirements.
New employees will be onboarded virtually and begin their employment from home. We are in the process of planning for a safe, hybrid return to the workplace in alignment with government and CDC guidelines.
VHB is proud to be an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status, age or any other federally protected class.
#LI-DB2