Administrative Coordinator, Environmental

C.T. Male Associates Engineering, Surveying, Architecture, Landscape Architecture & Geology, DPC; Latham (NY); On-site; USD 33,000 - 44,000; Full time

Benefits offered by this job

Health insurance

Paid holidays

Vacation & sick leave

Personal time off

Profit sharing / discretionary bonus

401(k) plan

Professional development

Job summary

C.T. Male Associates, a multidisciplinary firm, is seeking an Administrative Coordinator to support the Environmental Services Division in Latham, NY. You will collaborate with project managers and staff to coordinate day-to-day details ensuring smooth project execution.

Join a fast-paced team where accuracy, organization and proactive communication are valued; the role includes office administration, invoicing, and financial record keeping within a supportive, professional environment.

Qualifications

• High school diploma required; associate degree preferred.
• 3+ years in administrative roles.
• Proficiency with MS Office and PDF apps, especially Excel/Word/Outlook/Teams.
• Familiarity with Deltek Vantagepoint or ability to learn.
• Strong communication, organizational, records management, analytical, and problem-solving skills.
• High level of accuracy and attention to detail.
• Willingness to learn and develop new skills.
• Competitive salary and performance-based bonuses.

Responsibilities

• Serve as the primary administrative support for the Environmental Services Division; manage calendar, travel, and registrations.
• Act as division's main contact; answer calls and route inquiries.
• Prepare, format, proofread letters, proposals, cost estimates, contracts, change orders, and master subcontracts.
• Process expense reports and manage receipts for the division card.
• Create project authorizations and process project adjustments and closeouts.
• Prepare accurate client invoices per contract terms and billing requirements.
• Assist in providing project financial reports and flag issues for managers.
• Maintain organized project files and financial records per company policies.
• Keep client and project contacts up to date in Deltek Vantagepoint.

Skills

Attention to detail

Organizational skills

Communication

Problem solving

Analytical skills

Teamwork

Education

High School Diploma / GED

Associate’s degree in Business, Finance, Marketing, Architecture, Engineering, or related field

Tools

Microsoft Office (Excel/Word/Outlook/Teams)

Deltek Vantagepoint

Job description

Administrative Coordinator, Environmental - (EEACO1.1)

Share this job as a link in your status update to LinkedIn.

Why Choose C.T. Male:

C.T. Male Associates is a multidiscipline firm offering comprehensive Engineering, Architecture, Landscape Architecture, Geology, Environmental, and Survey services. Our focus is on building better communities through design. Our positions offer an opportunity to be involved in a variety of exciting projects. When you join our team, you can expect: Full-time employees will receive comprehensive health insurance, paid holidays, vacation, sick, and personal time, profit sharing/discretionary contribution, 401k plan, professional development, mentoring program, memberships for professional and technical societies, tuition reimbursement, and paid licensing exam fees and renewal registrations.

Job Title

Administrative Coordinator, Environmental

Location

Latham, NY 12110 US (Primary)

Job Type

Full Time

Job Classification

Hourly

Exemption Type

Non-Exempt

Pay Range

$24.00 - $32.00 per hour

Education

High School Diploma / GED

Travel

None

Job Description

C.T. Male Associates, a multi-discipline engineering, environmental, surveying, and architectural firm in the Northeast is seeking an Administrative Coordinator to join the Environmental Services Division in our Latham, NY office. Join our team and play an integral role in keeping a fast-paced division running smoothly. In this administrative role, you’ll work closely with project managers and technical staff, helping coordinate the day-to-day details that keep projects and the Division moving forward.

What You’ll Do:

• Serve as the primary administrative support for the Environmental Services Division. Tasks include calendar and meeting management, travel arrangements, registrations and license renewals.
• Act as the division's main point of contact, answering and routing calls and handling general inquiries.
• Prepare, format, and proofread letters, proposals, cost estimates, contracts, technical service change orders, and master subcontract agreements for project manager review.
• Process expense reports and manage receipts for the division credit card.
• Create project authorizations and process project adjustments and closeouts.
• Prepare accurate client invoices in compliance with contractual terms and client billing requirements.
• Assist in providing project financial reports and flagging issues for project managers.
• Maintain organized project files, documentation, and financial records in accordance with company policies and procedures.
• Keep client and project contact information up to date in Deltek Vantagepoint.

Pay Range: $24.00 - $32.00 per hour, paid weekly, commensurate with experience and qualifications.

Job Requirements

What We’re Looking For:

• High school degree required, Associate’s degree in Business, Finance, Marketing, Architecture, Engineering, or a related field preferred.
• Three (3) or more years of experience in administrative or related roles.
• Proficiency with Microsoft Office and PDF applications, particularly Excel, Word, Outlook, and Teams.
• Familiarity with, or ability to learn and become proficient in, Deltek Vantagepoint and other business management software platforms.
• Proactive and resourceful, with strong communication, organizational, records management, analytical, and problem-solving skills.
• A high level of accuracy and attention to detail is required.
• A willingness to learn and develop new skills.
• Competitive salary & performance-based bonuses.

Come join a company where your talents and motivations are rewarded.

We embrace diversity and inclusion

At C.T. Male Associates, we embrace diversity and inclusion. We are committed to building a team with a variety of backgrounds, skills, and views. Our intent is to foster an environment where people of different backgrounds can contribute at their highest level and where their differences can make a positive impact on our firm, our clients, and our communities. C.T. Male Associates is proud to be an equal opportunity workplace and affirmative action employer. All employment decisions are based on business needs, job requirements and individual qualifications. We invite all qualified applicants to be considered for employment regardless of race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV Status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the law.