Project Administrator

HILGARTWILSON, LLC; Miami (FL); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Medical coverage

Dental coverage

Vision coverage

401(k) plan

Job summary

Colliers Engineering & Design in Miami, FL is seeking a Project Administrator to join the Construction Engineering & Inspection team. You will support project budgets, setup new projects, and manage billings while ensuring accuracy and compliance with FDOT specifications.

The role requires strong math and analytical capabilities, exceptional organization, and clear communication. Experience with BST/CRM and Excel is a plus, and the position offers growth opportunities within a collaborative

Qualifications

• Strong mathematical and analytical abilities required.
• Attention to detail and excellent organizational skills.
• Ability to communicate effectively with multiple project managers.

Responsibilities

• Use software to assist project managers in managing project budgets.
• Track proposals and opportunity pipelines within CRM software, track purchase orders, invoice clients, run financial reports, revenue recognition, and track and coordinate sub-invoice payments.
• Ensure work is completed in accordance with FDOT specifications.
• Coordinate with other departments and disciplines within the firm as needed.
• Prepare/review contracts and agreements prior to signature; follow up on executed agreements.
• Troubleshoot billing inquiries with clients.
• Prepare invoices and QA/QC reviews.
• Prepare application paperwork and submit packages to agencies and boards.

Skills

Math skills

Analytical skills

Organizational skills

Communication skills

Time management

Education

Engineering technology degree or related field

Tools

BST

CRM

Excel

Job description

Overview

Colliers Engineering & Design is seeking a Project Administrator to join our Construction Engineering & Inspection team in Miami, FL!

Support the CEI team by performing key tasks related to project budget setup, tracking, and accuracy. This role includes setting up new projects, managing project manager billings, monitoring and reviewing project budgets, assisting with collections, and verifying budget entries for accuracy. Success in this role requires strong mathematical and analytical skills, exceptional organizational abilities, attention to detail, and effective communication.

Responsibilities

• Use software to assist project managers in managing project budgets.
• Track proposals and opportunity pipelines within CRM software, track purchase orders, invoice clients, run financial reports, revenue recognition, and track and coordinate sub-invoice payments.
• Ensure work is completed in accordance with FDOT specifications.
• Coordinate with other departments and disciplines within the firm as needed.
• Prepare/review contracts, professional services agreements and sub-consultant agreements prior to signature and follow up on executed agreements.
• Troubleshoot billing inquiries with clients.
• Prepare invoice and QA/QC reviews.
• Prepare application paperwork and submit application packages to various agencies, boards, and committees with jurisdiction over project work.

Qualifications

• Associate or bachelor’s degree in engineering technology or related field preferred.
• 5+ years of transportation construction experience required.
• Prior experience with FDOT required.
• Prior AEC experience preferred.
• Valid US driver's license required.
• Ability to work with multiple project managers and within deadlines.
• Self‑motivated, detailed oriented with strong organizational and time management skills.
• Ability to work overtime as required.
• Experience with BST and CRM (client relationship management) software is a plus.
• Possess strong Excel spreadsheet skills.
• Ability to read, write and understand English for purposes of comprehending written job‑related communications and verbal instructions and interactions.

What We Offer

At Colliers Engineering & Design, our people are our most important resource. That’s why we are committed to providing all our employees with a safe, comfortable work environment, potential for career advancement, and the ability to impact society through their projects as well as Company sponsored activities.

This dedication begins with supporting a work life balance through a generous compensation package that includes: company paid medical, dental, and vision coverage; paid pregnancy disability leave; short- and long-term disability insurance; life insurance; a company-matched 401(k)/Roth; paid time off that includes parental and military leave; employee referral and professional license bonuses and a straight time policy that compensates exempt employees for billable hours worked in excess of 40 billable hours within a work week.

We have also created an internal culture that provides the resources and technology needed to encourage personal and professional growth opportunities through reimbursement for education; a free in-house resource for hundreds of educational and self‑enrichment courses; mentorship program; wellness program; Women’s Organization and ongoing philanthropic opportunities.

Apply today to learn how you can join our team of professionals, so we can help you Accelerate Your Success!