Project Administration & Coordination Specialist

Thornton Tomasetti; New York (NY); On-site; USD 50,000 - 80,000; Full time

Benefits offered by this job

Medical, Dental, Vision, Life, AD&D, &

Flexible Spending Accounts for Medical

Paid Time Off, Family Leave for New-

Tuition Reimbursement

Commuter Transit (where available)

401k retirement savings with Company

Fitness Reimbursement

Diversity/inclusion programs

Job summary

Thornton Tomasetti in New York is looking for a Project Administrator to support the technical team with project coordination and general office administration. You will help ensure smooth operations, maintain communication between departments, and support the team's project work.

This role requires a proactive, detail-oriented professional who enjoys organizing tasks, coordinating teams, and meeting deadlines.

Qualifications

• 2+ years of experience in administration and/or project management.
• Experience coordinating teams and supporting multiple stakeholders.
• Proactive mindset with a can-do attitude.
• Strong written and verbal communication skills.
• Ability to adjust work schedules to support priorities across offices, including the San Francisco office.
• Experience or knowledge of the AEC industry is a plus.
• Accounting experience or knowledge is a plus.

Responsibilities

• Assist VP and above with travel, expenses, and light scheduling.
• Coordinate with Accounting on billing activities in Dynamics.
• Support AR activities, including invoice tracking and collections.
• Act as central information source for the project team.
• Schedules appointments and manage contacts in internal systems.
• Arrange meetings and events (interviews, client meetings, calls).
• Maintains records and licenses, PDH, QAQC plans.
• Coordinate with colleagues to meet deadlines and prioritize tasks.
• Type, edit, and correct documents for project teams.
• Keep the team informed and in compliance with guidelines.

Skills

Project administration

Team coordination

Communication skills

Scheduling flexibility

AEC knowledge

Job description

Thornton Tomasetti in New York is looking for a Project Administrator to support the technical team with project coordination and general office administration. You will help ensure smooth operations, maintain communication between departments, and support the team's project work.

This role requires a proactive, detail-oriented professional who enjoys organizing tasks, coordinating teams, and meeting deadlines.