ABOUT THE POSITION

Project Administrator | Wethersfield, CT

Responsibilities

• Maintains tracking log for proposals, project contracts, and amendments (e.g., project status of client’s acceptance and authorization)
• Prepares sub-agreements for project manager’s (PM) and Managing Director’s review/signature. Assists PMs in preparing and issuing proposals and contract amendments. Reviews contract documents for completeness and quality. Expedites final documents at the direction of PMs
• Assists PMs with developing project timetables for services and deliverables. Tracks project progress. Prepares status reports and documents for clients or project stakeholders
• Assists PMs in the creation and management of business development pipelines
• Schedules team meetings. Coordinates cross-functional meetings to facilitate collaboration
• Reviews project requirements. Identifies interdependencies with internal or external departments or service providers. May recommend or delegate responsibilities
• Maintains project-related financial records and documentation (e.g., contracts, invoices, payment records)
• Assists PMs with client invoicing (e.g., prepares, distributes, assures delivery). Assists PMs in pursuing and management accounts receivables while maintaining positive client relationships
• Assists PMs with preparing and monitoring budgets. Identifies and works with PMs to address significant budget variances
• In collaboration with PMs, ensures that projects stay within the proper budgetary parameters and that all deadlines are met
• Provides administrative assistance to project managers and team
• Works in a confidential nature requiring a broad understanding of organization policies and practices
• Performs all job functions in compliance with applicable federal, state, and local regulations and company policies and procedures

Skills and Attributes

• Excellent verbal, written and interpersonal communication skills
• Exceptional customer service abilities with an emphasis on timely response
• Ability to shift attention from one task to another in a fast-paced, deadline-driven environment and to manage multiple projects simultaneously
• Excellent organizational and time management skills
• Detail-oriented
• Self-motivated
• Ability to think proactively using critical thinking and problem-solving skills

Qualifications

• 4+ years of office administration experience, preferably in the AEC industry
• Bachelor’s degree or equivalent experience
• Prior project management support experience preferred

WE ARE VHB! We’re an inspired and innovative team of engineers, scientists, planners, and designers who partner with clients in the transportation, real estate, institutional, and energy industries, as well as federal, state, and local governments.

Our work helps improve mobility, enhance communities, and contribute to economic vitality. We do this while balancing development and infrastructure needs with stewardship of our environment.

Our people make us great! VHB provides a differentiating employee experience.

• Inclusive culture of collaboration and innovation
• Opportunity to work on complex, transformational projects
• Amazing co-workers
• A focus on learning and development
• Flexible, hybrid workplace
  
  

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!

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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