Lead Project Services Administrator

Overview

Carollo Engineers is a leading engineering firm dedicated exclusively to water. For over 90 years, we've specialized in the planning, design, and construction of water, wastewater, stormwater, and reuse facilities, bringing innovative and sustainable solutions to the water sector's most complex challenges.

We work with water agencies, municipalities, utilities, research organizations, and private companies across various industries, including technology, manufacturing, and beyond. These clients choose Carollo because we employ some of the most knowledgeable and experienced professionals in the world. When you join our team, you'll work alongside industry leaders who are advancing the science of water, protecting public health, and building resilient communities.

Carollo's vision is to be the best water consulting firm and the best place for you to build your career. If you're passionate about making a difference in this critical field, we invite you to explore a career with Carollo.

Responsibilities

• Assist with project setup and document control maintaining internal best practices while meeting client specific needs.
• Assist Project Managers with tracking project budgets and deliverables.
• Track project financial health and assist Project Managers with corrective actions
• Assist Project Managers with client and contractor communications including preparation of budget and amendment documents/request.
• Contract Administration: Assist with project setup and tracking tools, project compliance with contract requirements; prepare various monthly client reports; manage project specific requirements.
• Coordinate preparation and issuing of monthly client invoices and monitor accounts receivable including client specific reporting requirements such monthly reports and MBE/WBE reporting.
• Prepare and maintain appropriate records and reports as they pertain to contract specific requirements.
• Coordinate and attend project meetings both in person and online, produce meeting minutes and maintain project logs.
• Support change management, estimates and quality control including construction management activities such as document control for RFIs and submittals.
• Research regulations, procedures and technical reference materials.
• Provide other administrative support as needed including organizing events, assisting with expense reports and travel arrangements, recruiting support.

Qualifications

• 5-10 years of direct related/relevant professional experience on major projects in architectural, construction, engineering or another related technical field.
• Moderate to advanced knowledge of Excel, including data manipulation and spreadsheet design to communicate results.
• Understanding of project financials and accounting basics.
• Ability to work under pressure, prioritize effectively and manage deadlines; highly organized.
• Strong oral and written communication skills.
• Ability to relate and work well with people at all levels within the team, the office, and externally with clients.
• Strong planning and organizational skills.
• Ability to manage complex and diverse projects and deadlines.
• Basic understanding of engineering methods and standard operating procedures.
• Direct experience with financial systems and concepts.

Preferred Qualifications

• Direct experience with Project Management principles and practices
• Direct experience with financial systems and concepts
• Experience with managing or knowledge of Basic Ordering Agreement (BOAs) is desired.
• Experience using or knowledge of AI tools.

Compensation Range

An employee’s pay within the salary range will be based on several factors including, but limited to, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, and business or organizational needs.

Other Compensation and Benefits

Carollo is committed to providing employees with a competitive, comprehensive benefits program that provides the support employees and their families need to lead healthy, productive lives. Carollo’s benefits package includes paid time off and holidays, comprehensive health insurance coverage, pre-tax savings account options for healthcare, dependent care and commuter expenses, disability insurance and life insurance options for you and your dependents. We also offer free Caregiver Support, Travel Assistance, counseling services, discount programs, and a Lifestyle Reimbursement Account. Other compensation that may be available includes: 401(k) company contribution matching, tuition reimbursement, discretionary bonuses, career advancement bonuses, professional registration bonuses, employee referral bonuses, and compensatory time for exempt employees. Flexible work arrangements may also be available.  Eligibility for benefits varies based on employment status.

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