Project Administration Supervisor

RH2 Engineering, Inc; Bothell (WA); On-site; USD 4,822,000 - 6,475,000; Full time

Benefits offered by this job

Health & wellbeing benefits

Paid holidays

Job summary

RH2 Engineering, Inc. seeks an experienced working manager to oversee Administrative Assistants and Office Coordinators, handling contract administration, project coordination, executive support, and corporate administration. You will lead the admin team, plan workloads, train staff, and participate in interviewing across locations.

Requirements include a Bachelor’s degree and 10 years of admin experience, plus 2+ years in a supervisory role. Proficiency in Word/Excel and AI tools is expected.

Qualifications

• Bachelor’s degree preferred with direct applicable work experience supporting Project Managers and Executives and supervising staff.
• Ten (10) years of progressive administrative responsibilities in a professional office setting, preferably in the A/E industry or consulting environment, including supervisory experience.
• Minimum two (2) years of experience in a workload management, team lead, or supervisory role.
• Demonstrated experience collaborating and building effective relationships across multiple levels and office locations.
• Familiarity with navigating AI assisted-platforms (e.g. Co-Pilot, Chat GPT, Gemini).
• Experience in preparing, editing, and formatting large documents in Word and Excel.
• Excellent communication skills, both verbal and written.
• Interpersonal skills: accessible, approachable, and able to interface with clients, peers, and technical professionals on all levels; experience working in distributed work environment where other key members of team are in remote offices a plus.
• Excellent time management skills and ability to prioritize and tackle tasks head-on, consistently delivering results within changing priorities and deadlines.
• Ability to maintain confidentiality of Corporate financial reports, special projects, employee relations issues, and other Executive-related issues.
• Microsoft Office Suite including Outlook, Excel and Word preferred at an intermediate skill level, and experience with Adobe.

Responsibilities

• Coordinate the preparation of client and subconsultant contracts using the established review process with Project Accounting and a Legal review.
• Assist Project Managers, Principals, and Directors in workload planning surrounding the preparation of correspondence, reports, technical specifications, water/sewer plans, and other technical-related documents from rough drafts to final product.
• Lead Administrative team meetings and monitor administrative workloads and coordinate assistance and backup, as needed.
• Manage Administrative procedures and provide training and guidance for new staff. Participate in interview and selection process for Administration positions in all locations.
• Maintain network and paper copies of project files. Prepare files for archiving or destruction following internal procedures.
• Attend Project Manager workload meetings to stay abreast of upcoming projects. Communicate Administrative changes or shortages to ensure deliverables are achieved.
• Supervise Administrative Assistants and/or Office Coordinators.
• Track and assist executives with their PE and PMP recertifications. Conduct research on various topics.
• May provide advanced administrative support to Directors, Accounting & Finance, HR, small offices without administration support and assigned professional disciplines.
• Participate in special projects and reports on quarterly activities in All Company Meeting.
• Perform backup duties to Bothell Office facilities as needed.
• Other duties and responsibilities as assigned.

Skills

Executive support

Time management

Interpersonal skills

Communication skills

Confidentiality

Team leadership

Workload balancing

Remote collaboration

Education

Bachelor’s degree

Tools

Microsoft Office

Outlook

Excel

Word

Adobe

Job description

This position oversees the training and workloads for Administrative Assistants and Office Coordinators. This role is a working manager who performs contract administration, project coordination, executive support and corporate administration.

With your skills you will:

• Coordinate the preparation of client and subconsultant contracts using the established review process with Project Accounting and a Legal review. Acquire Director reviews and signatures for fully executed documents.
• Assist Project Managers, Principals, and Directors in workload planning surrounding the preparation of correspondence, reports, technical specifications, water/sewer plans, and other technical-related documents from rough drafts to final product.
• Lead Administrative team meetings and monitor administrative workloads and coordinate assistance and backup, as needed.
• Manage Administrative procedures and provide training and guidance for new staff. Participate in interview and selection process for Administration positions in all locations.
• Maintain network and paper copies of project files. Prepare files for archiving or destruction following internal procedures.
• Attend Project Manager workload meetings to stay abreast of upcoming projects. Communicate Administrative changes or shortages to ensure deliverables are achieved.
• Supervise Administrative Assistants and/or Office Coordinators.
• Track and assist executives with their PE and PMP recertifications. Conduct research on various topics.
• May provide advanced administrative support to Directors, Accounting & Finance, HR, small offices without administration support and assigned professional disciplines.
• Participate in special projects and reports on quarterly activities in All Company Meeting.
• Perform backup duties to Bothell Office facilities as needed.
• Other duties and responsibilities as assigned.

What you’ll bring:

• Bachelor’s degree preferred with direct applicable work experience supporting Project Managers and Executives and supervising staff.
• Ten (10) years of progressive administrative responsibilities in a professional office setting, preferably in the A&E industry or consulting environment, including supervisory experience.
• Minimum two (2) years of experience in a workload management, team lead, or supervisory role.
• Demonstrated experience collaborating and building effective relationships across multiple levels and office locations.
• Familiarity with navigating AI assisted-platforms (e.g. Co-Pilot, Chat GPT, Gemini).
• Experience in preparing, editing, and formatting large documents in Word and Excel.
• Excellent communication skills, both verbal and written.
• Interpersonal skills: accessible, approachable, and able to interface with clients, peers, and technical professionals on all levels; experience working in distributed work environment where other key members of team are in remote offices a plus.
• Excellent time management skills and ability to prioritize and tackle tasks head-on, consistently delivering results within changing priorities and deadlines.
• Ability to maintain confidentiality of Corporate financial reports, special projects, employee relations issues, and other Executive-related issues.
• Microsoft Office Suite including Outlook, Excel and Word preferred at an intermediate skill level, and experience with Adobe.

Compensation counts:

RH2 has an excellent multi-component compensation package built to recognize and financially reward our employees’ contributions throughout their career with the company. Individual base compensation will vary within the range of $35.00-$47.00/hour and will be based on skills, qualifications, and experience as they relate to the requirements for this position. RH2 values our employees’ work/life balance and compensates for overtime at 1.5 times the base rate for hours exceeding 40 regular hours in a work week. This position is eligible for RH2’s performance bonus, which is equivalent to one month’s pay. Time in position, and individual and company performance requirements apply.

Benefits you’ll enjoy:

• Health & Wellbeing – 100% paid insurance premiums for medical, dental, vision, life, AD&D, disability, and an employee assistance program (EAP) employee coverage. Two buy-up medical plans are available, and low-cost partner and dependent coverage offered.
• Rest & Recover – Nine (9) paid holidays. Competitive Paid Time Off (PTO) accrual benefit.
• Savings Plans – 401(k) retirement plan with pre-tax and after-tax contribution options, generous employer 401(k) match, employer profit sharing contribution, employer Employee Stock Ownership Plan (ESOP) contribution, HSA with an annual employer contribution, FSA, and dependent care FSA available.
• Team Building & Community – Office social events, all-company retreat, and paid volunteer hours to encourage local community involvement and partnerships.
• Career Recognition & Development – Service anniversary bonuses and/or additional PTO on milestone anniversaries, incentives for professional licensure, defined career progression for every discipline, and mentorship from experienced professionals. We help advance careers because we care about you.

RH2 is an equal opportunity employer of all qualified individuals, including minorities, women, veterans, individuals with disabilities, and regardless of race, color, religion, sex, national origin, sexual orientation, gender identity, or any other characteristic protected by law. RH2 will consider qualified applicants with criminal histories for employment in a manner consistent with all federal, state, and local ordinances.

Applicants requiring special assistance and/or people with disabilities can contact Human Resources at HR@ RH2.com.