Project Administrator

Overview

Admin support for project managers handling contracts, schedules, reports, and office tasks.

Key Responsibilities

• contract management
• meeting coordination
• log tracking
• compliance
• status reporting
• business development

Tasks

Are you ready to work with a great team; feel valued and be able to learn and grow personally and professionally, then we want to talk. Our team has an opening for a Project Administrator. This person will provide support to the office and its various teams, working closely with project managers (PMs) as they prepare budgets, set up project, project scheduling, contracts/subcontracts. You will also be a resource in general office administrative matters. -Coordinates with the legal team for review and preparation of contract terms. -Provides administrative assistance to PMs and team. -Schedules team meetings. Coordinates cross-functional meetings to facilitate collaboration. -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. -Helps track logs for proposals, project contracts, and amendments (e.g., project status of client’s acceptance and authorization). -Performs all job functions in compliance with applicable federal, state, and local regulations and VHB policies and procedures. -Maintains project-related records and documentation. Assists PMs with client administrative requirements (e.g., cover letters/progress reports). -Assists PMs with developing project timetables for services and deliverables. Tracks project progress. Prepares status reports and documents for clients or project stakeholders. -Assists PM's with creation and tracking of the business development pipeline.

Requirements

• microsoft office
• adobe acrobat
• bachelor's
• problem solving
• customer service
• project support

What You Bring

-Team oriented with ability to perform multiple tasks independently in a timely manner and collaborate effectively and positively with coworkers. -Excellent verbal, written, and interpersonal communication skills. -Critical thinking and problem-solving skills. -Exceptional customer service abilities with an emphasis on timely response. -4+ years of office administration experience, preferably in the AEC industry -Bachelor's Degree or equivalent experience -Self-motivated, highly organized, and detail oriented. -Understands VHB policies and practices and maintains confidentiality. -Proficient in Microsoft Office Suite and Adobe Acrobat. -Prior project management support experience preferred, or desire to learn -Experience maintaining and updating electronic filing systems.

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Benefits

Our best estimate of the salary range for this position is $73,000–88,000 in Boston/Watertown, MA; $72,000–86,000 in Worcester, MA; and $70,000–84,000 in Springfield, MA. The final compensation will be based on a variety of factors such as individual qualifications, education, and experience. -Diverse and inclusive culture of collaboration and innovation -Focus on learning, development, and career growth -Opportunity to work on complex, transformational projects -Best-in-class benefits, including flexible, hybrid workplace

About Vhb

-A small civil engineering shop serving local communities. -Evolved into a multidisciplinary firm tackling engineering, planning, design, and environmental challenges. -Known for managing landmark infrastructure projects—from the South Coast Rail bridges to coastal resilience plans. -Blends transportation planning, environmental stewardship, energy solutions, and land development under one roof. -Demonstrated impact beyond design by detecting a critical bridge defect in Providence days before emergency closure. -Remains rooted in civil engineering but shines for its integrated solutions and hands-on role in transformative public infrastructure.

Sector Specialisms