Project Administrator

Our Northeast Division is a well-respected and award-winning group where career development, training, and mentoring co-exist with diverse civil, environmental, water resources, and traffic/transportation projects in a fast-paced and rewarding work environment.

We are hiring a Project Administrator to support Project Managers and technical teams in a hybrid role based out of our Woburn, MA or Quincy, MA offices. This position focuses on administrative, contractual, and project coordination tasks that will help ensure smooth execution of projects across the Northeast Division. The ideal candidate will be organized, detail‑oriented, and comfortable working in a fast‑paced consulting environment.

Your Responsibilities as a Project Administrator:

• Assist Project Managers with contract administration, including drafting, reviewing, and tracking contract documents, amendments, sub-agreements, vendor setups,and compliance requirements
• Support project setup in internal systems, ensuring accuracy of budgets, billing rates, task codes, and contractual obligations
• Coordinate project schedules, deadlines, and deliverables with internal staff and external partners
• Maintain project files, documentation logs, subcontractor records, and QA/QC forms in SharePoint or designated systems
• Track project progress, deliverable status, risks, and issues; assist with preparing project status reports
• Support invoice preparation including helping to develop supporting documentation for invoices, accounts payable coordination, and monthly billing cycles
• Monitor aged receivables and support project managers with collections
• Schedule and coordinate internal project meetings, take notes, and distribute meeting minutes and action items
• Provide general administrative support to project teams across the Northeast Divisionoffices
• Coordinate field staff or resident project representative assignments and provide weekly updated schedules to Project Managers
• Coordinate with the internal Health and Safety department tocomplete project requirements and communicate with our external partners to schedule and coordinate work

What we're looking for:

• 3+ years of experience in an administrative support or project coordination role
• Associate's or Bachelor's Degree is preferred. Business Administration, Project Management, Engineering or a related major would be a plus
• Strong organizational and written/verbal communication skills
• Excellent attention to detail
• Proficiency with Microsoft Office (Excel, Word, PowerPoint) and collaboration tools such as SharePoint and Teams
• Basic understanding of contracts, proposals, and/or project financials
• Ability to manage multiple priorities and work both independently and collaboratively
• Previous AEC industry experience is a plus 

Why you'll love working for us:

• Company-subsidized medical and dental.
• Company-paid life, short, and long-term disability.
• 401k match, tuition assistance, and more.
• Cross-training and the ability to work on a variety of projects.
• Working with the best and brightest in the industry.
• 2,000+ employee national firm with 70+ locations across the US.

Req ID: 11422

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