Planner I/Administrative Assistant

Weston & Sampson Engineers Inc; Providence (RI); On-site; USD 59,000 - 74,000; Full time

Job summary

Weston & Sampson Engineers Inc. seeks a Planner I/Administrative Assistant in Providence, RI. The role targets 0–3 years of experience and a bachelor’s in environmental policy, planning, or related field.

You’ll support project managers, prepare client materials, and assist with contracts, budgets, and reporting. Key tasks include organizing submissions, handling communications, maintaining records, and contributing to planning and resilience projects.

Qualifications

• Bachelor's degree (Masters preferred) in environmental policy, planning, or a related field.
• 0–3 years of experience in environmental policy, planning or related field.
• Strong written and verbal communication; ability to present to the public.
• Ability to prioritize and multitask; work well under deadline pressure.
• Proficient with Microsoft Office; knowledge of Adobe Acrobat is a plus.
• Experience with data analytics/visualization or graphic design is preferred.

Responsibilities

• Collaborate with project managers and staff to prepare client deliverables.
• Organize and reproduce submissions, proposals, and qualification statements.
• Assist with contracts, insurances, bonds, and signatures as required.
• Complete Excel spreadsheets and tables for project monitoring.
• Monitor and respond to emails and calls; maintain filing systems.
• Support resilience, environmental, and urban planning projects with research.
• Prepare presentations, reports, memoranda, and other communications.
• Facilitate community meetings and assist multi-disciplinary teams.

Skills

Data analytics

Data visualization

Graphic design

Administrative support

Communication skills

Education

Bachelor's degree in environmental policy or related field

Master's degree preferred

Tools

Microsoft Office Suite

Adobe Acrobat

Deltek/Vantagepoint

Job description

Weston & Sampson is seeking a Planner I/Administrative Assistant out of our Providence, RI office. The ideal candidate will have 0 to 3 years of experience with a bachelors in environmental policy, planning, or a related field.

What you’ll do

• Collaborate with project managers and executive staff in the preparation of letters, reports and materials for client deliverables
• Organize, edit, and reproduce required submissions, narrative proposals, fee/scope proposals, and qualification statements
• Execution of contracts as required, this includes requesting insurances, bonds, and obtaining appropriate signatures
• Complete excel spreadsheets and tables that will assist in project monitoring
• Monitor and respond to emails and phone messages with internal staff and external clients.
• Maintain filing system as needed.
• General office operations and upkeep including but not limited to:
  • Review contracts for the financial related terms and conditions, ensure that they are clearly and accurately represented on the Project Opening documentation. Inform Project Managers of any discrepancies,
  • Communicate with Project Managers on project financial tracking and billing,
  • Maintain electronic filing and archiving of project specific documents, including project opening forms, contracts, proposals and budget changes,
  • Ensure that appropriate approvals are obtained in accordance with company policies,
• Perform additional assignments, as directed by the Administrative Manager and Supervisors
• Report problems to the Administrative Manager or direct supervisor as necessary Assist on multi-disciplinary teams on projects.
• Conduct research to support resilience, environmental, and urban planning projects.
• Prepare presentations, reports, memoranda, and other high-quality communication materials.
• Prepare both analytical and planning-level studies.
• Prepare presentations for and facilitate community meetings.
• Perform other related duties as required.

What you will bring

• Bachelors degree (Masters Preferred) in environmental policy, planning, or a related field.
• One to three years of experience in environmental policy, planning, or a related field.
• Outstanding written and verbal communication skills; ability to communicate complex information to the public.
• Problem-solving skills, a strong work ethic, and the abilities to prioritize and multi-task.
• Ability to complete multiple tasks concurrently.
• Thorough knowledge of Microsoft Office Suite software products.
• Data analytics, data visualization or graphic design skills, preferred
• Previous administrative support experience.
• Any level of experience with graphic design skills are preferred.
• Strong written & verbal communication skills, leadership mindset and organizational skills.
• Ability to work in a collaborative team environment across multiple technical teams and regions.
• Computer proficiency including, general office applications (Microsoft Office Suite) and advanced applications (Adobe Acrobat).
• Knowledge of Deltek/Vantagepoint Software or other accounting platforms is a plus.
• Ability to work well with others under deadline situations and respond to changes in priorities in a fast-paced environment.
• Ability to work independently, take initiative, set priorities and see projects through to completion.
• Must have a valid driver’s license and be willing to travel as required.

Salary Range: $59,000 - $74,000 based on education and experience

Equal employment opportunity, including veterans and individuals with disabilities.