Project Administrator - VHB

ABOUT THE POSITION

We are excited to announce an opportunity for a detail-oriented and organized Project Administrator to join VHB’s Raleigh, NC Office.

As a Project Administrator, you will provide essential administrative support to our project management team, ensuring the smooth operation of projects from initiation to completion. Your role will include managing project documentation, coordinating meetings, and assisting with project-related tasks to help the team meet deadlines and deliver high-quality results.

Working under general supervision, you will support the office and its various teams while working closely with project managers (PMs) as they prepare budgets, set up projects, create schedules, and manage contracts/subcontracts. In addition, you will handle general office administrative matters, making you a vital resource for our organization's success.

If you’re ready to work with a great team, feel valued, and have the opportunity to learn and grow both personally and professionally, then we want to talk to you!

Responsibilities

• Administrative Support: Provide day-to-day administrative support to the project team, including preparing documents, scheduling meetings, and maintaining project files.
• Document Control: Manage and organize all project-related documentation, including contracts, schedules, drawings, specifications, and correspondence. Organize and maintain project files throughout completion of the project by following company standardized record keeping procedures. Ensure all documents are organized and up-to-date.
• Contract Management: Prepare, issue and track project documentation such as contracts, change orders, subcontracts, client sign-off, etc. for all phases of assigned project work
• Meeting Coordination: Schedule and organize project meetings, including preparing agendas, taking minutes, and distributing action items to relevant stakeholders.
• Communication: Facilitate communication between project team members, clients, and external contractors. Ensure that all parties are informed of project updates and requirements.
• Project Tracking: Assist in tracking project progress by updating schedules, timelines, and deliverables. Monitor the status of tasks and report any issues to the project manager.
• Budget Support: Assist in monitoring project budgets by tracking expenses, processing invoices, developing progress reports and ensuring that expenditures align with the project budget. Assist Project Manager with tracking project Accounts Receivables.
• Quality Assurance: Support the project team in ensuring that all project activities comply with company standards and industry regulations.
• Reporting: Prepare and distribute regular reports on project status, including progress updates, budget summaries, and risk assessments.
• File Management: Maintain organized electronic and physical filing systems for all project documentation.
• Support Other Administrative Tasks: Perform general administrative tasks such as answering phones, handling correspondence, and providing support as needed to other departments.

Skills and Attributes

• Strong organizational and multitasking skills.
• A logical approach and ability to think through complex issues to coordinate multi-faceted aspects of projects.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with project management software is a plus (e.g., MS Project, Asana).
• Ability to work independently and as part of a team.
• Attention to detail and strong problem-solving abilities.
• Strong analytical and critical thinking skills.
• Ability to prioritize tasks and meet simultaneous deadlines.
• Knowledge of Architecture/Engineering industry.

Qualifications

• 4+ plus years of engineering/project administration experience, preferably in the AEC industry
• Bachelor's Degree or equivalent experience
• Prior project management support experience preferred, or desire to learn 

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, which includes: 

• Diverse and inclusive culture of collaboration and innovation
• Opportunity to work on complex, transformational projects
• Community and social responsibility as sustainable stewards
• Focus on learning, development, and career growth
• Best-in-class benefits, including flexible, hybrid workplace  

We are consistently 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 a proud Affirmative Action and Equal Opportunity Employer. Since our founding, we have intentionally fostered a culture of diversity, equity, and inclusion—supported by deep-rooted core values, one of which is diversity. All individuals receive consideration for employment based on their qualifications without discrimination for race/ethnicity, religion, gender, sexual orientation, gender identity/expression, national origin, disability, age, genetic information, veteran status, pregnancy, marital status, or any other basis protected by law.

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