Project Administrator

HNTB Corporation; Arlington (VA); On-site; USD 96,000 - 150,000; Full time

Job summary

HNTB Corporation in Arlington, VA is seeking a skilled project manager support professional to coordinate architecture and engineering projects across multiple design teams. You will lead administrative functions through the project lifecycle, support office operations, and guide less-experienced staff while partnering with project leadership.

The role emphasizes planning, scheduling, financial tracking, QA/QC documentation, and effective communication with stakeholders, ensuring delivery

Qualifications

• Bachelor’s degree or equivalent experience required.
• Experience supporting USACE or federal contracting environments.
• Strong leadership and communication skills.

Responsibilities

• Prepare and maintain project plans, track progress, and report to stakeholders.
• Coordinate staffing, schedules, and document approvals.
• Assist in financial management including budgets and cost reporting.
• Lead QA/QC documentation and project filing structures.

Skills

Project coordination

Project management

Budgeting

Financial reporting

Stakeholder communication

Leadership coaching

Recruitment and staffing

Education

Bachelor’s Degree

Associate’s Degree

10 years of relevant experience in lieu of degree

Tools

BST

SharePoint

MS Excel

Project scheduling software

Job description

What We're Looking For This opportunity entails coordinating tasks and providing professional project management support for architecture and engineering to one or more project design teams in assigned function or discipline. Supports Technical staff by performing a variety of project-related coordination and administration activities. Leads administrative project functions throughout the project lifecycle from discovery and planning to delivery and close out phases. Supports the office management team including operations, sales, and delivery tasks within assigned team. The Team Lead offers guidance and supervision to staff while also overseeing their work. At HNTB, you can create a career that is meaningful to you while building communities that matter to all of us. For more than a century, we have been delivering solutions for some of the largest, most complex infrastructure projects across the country. With our historic growth, it is an exciting time to join our team of employee-owners.

What You'll Do:

• Prepares and maintains project plans, tracks project progress, and prepares reports for clients or project stakeholders including interpreting evaluation and performance scores, and deliverable tracking of submittals and reviews.
• Communicates deliverables required of each stakeholder, including step by step timelines.
• Coordinates work planning, project staffing, and schedules, manages the collaboration, review, editing, and approvals of project documents by office disciplines and stakeholders.
• Assists in the management, maintenance, and distribution of project schedules in applicable software.
• Provides technical editing and formatting of project-related documents such as specifications, technical reports, and memos.
• Assists project managers in the writing and/or reviewing of project scope and fee proposals and documents.
• May review project proposals and requirements for adherence to contract language.
• Monitors, tracks, and files large amounts of project documentation.
• Uploads and downloads deliverable documents to and from client systems.
• Copies and/or scans project-related documents and coordinates the distribution to internal and external stakeholders.
• Assists project managers with financial management tasks such as, monitoring labor charges and expense detail and reporting on job budgets and costs to achieve goals.
• May assist in the preparation of project financial performance data for monthly project review meetings.
• Supports the project and/or office quality plan and quality management system by documenting the performance of management and quality control reviews.
• Generates and updates the relevant QA/QC documentation and assists with the development and maintenance of the project filing structure.
• Communicates complex issues, problems, or additional information to project managers and project stakeholders and recommend solutions.
• May provide leadership, coaching and mentoring to earlier career staff.
• Provides input on staff recruitment, development, and retention, including performance, compensation reviews, and succession planning.
• Coordinates schedules and approves timecards.
• Assists in setting employee objectives, provides client feedback, and coaches/mentors their team.
• Performs other duties as assigned.

What You'll Need:

• Bachelor’s Degree and 6 years of experience, or Associate’s degree and 8 years of relevant experience, or In lieu of education, 10 years of relevant experience

What You'll Bring:

• Experience supporting USACE or federal contracting environments
• Demonstrated success managing high-risk, multi-entity project financial structures
• Experience managing architecture and engineering project plans, timelines, and schedules
• Ability to translate complex financial data into actionable insights for project leadership
• Experience leading project controls, financial management, or project finance functions on complex infrastructure or federal programs
• Strong understanding of contract-based financial structures (e.g., CLIN/task-order environments)
• Advanced experience with cost accounting systems (e.g., BST) and financial data reconciliation
• Proven ability to develop and implement tracking systems and controls (e.g., SharePoint or similar platforms)
• Experience managing subconsultant financial processes and contract compliance
• Strong analytical, organizational, and communication skills, with ability to influence at the project leadership level
• Ability to organize and prioritize tasks from multiple sources in a fast-paced environment, while maintaining highest quality standards
• Excellent communication, interpersonal, and organizational skills; ability to communicate to technical, business stakeholders. Considered highly skilled and proficient in discipline. Experience in planning and implementation of cross-functional business efforts.
• Ability to work well under deadlines and juggle multiple priorities.
• Strong meeting management skills.
• Experience managing to design project plans, timelines, and schedules
• Ability to organize and prioritize tasks from multiple sources in a fast-paced environment, while maintaining highest quality standards Excellent communication, interpersonal, and organizational skills; ability to communicate to technical, business stakeholders.

Locations: Arlington, VA . . . . . . . . . . . . . .

The approximate pay range for Virginia is $95,879.51 - $149,965.37. Please note that the pay range provided is a good faith estimate for the position based on all selected locations within the state at the time of posting. Actual compensation will be dependent on factors, including but not limited to, the individual’s qualifications, experience, knowledge, skills, and abilities as well as physical work location within the state.

Visa sponsorship is not available for this position.

At HNTB, we are harnessing the power of collaboration and innovation to establish a new vision for the future of mobility across our country. You don’t have to look far to see our impact. For more than a century, HNTB’s spark has connected people and places, expanded opportunity, and left a lasting impact on our communities.

When you join HNTB, you are joining an employee-owned firm founded on the values of integrity, collaboration, personal accountability, respect for others, and the development of all employees. We are committed to the continual improvement of an inclusive workplace. We encourage our employees to bring their whole and authentic selves to work, provide them a meaningful welcoming environment where they are valued, celebrated and respected. Diversity of thought and unique perspectives drives innovation, engagement and retention, which makes HNTB better and brings value to our clients and our communities.

Equal Opportunity Employer HNTB is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status or other status protected by law. We will provide reasonable accommodations for qualified individuals with a disability where appropriate.

Work Authorization In compliance with the Immigration Reform and Control Act of 1986, we will only employ qualified individuals legally authorized to work in the United States (if the position is or will be one which is subject to U.S. law). Verification of employment eligibility will be required. HNTB participates in E-Verify Know your rights: Right to Work