Project Administrator

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 applies engineering and scientific principles to solve the world’s challenges. An independent organization of creative thinkers and innovative doers collaborating from offices worldwide, our mission is to bring our clients' ideas to life and, in the process, lay the groundwork for a better, more resilient future. We provide support and opportunities to our employees to achieve their full potential and cultivate a rewarding career.

Your Role

As a Project Administrator, you will support the technical team with project coordination and general office administration. You will play a key role in ensuring smooth operations, maintaining communication between departments, and supporting the team's project work. This role requires a proactive, detail-oriented individual who enjoys organizing tasks, coordinating teams, and working with team members.

What You’ll Do

• Assist Vice President and above with travel arrangements, expenses reports, and light scheduling.
• Coordinates with Accounting on behalf of the billing executives of projects (i.e. enter opportunities, open projects and project management) in Dynamics.
• Support Accounts Receivable activities, including coordinating with project teams and Accounting on invoice tracking and collection efforts.
• Act as the central information source for the project team.
• Schedules appointments and maintain contact information within internal systems.
• Arrange meetings and events (i.e. setting up interviews, client meetings, conference calls, etc.)
• Maintains record keeping and filing (i.e. QAQC Level 2 plan tracking; tracking and renewing license, PDH requirements, etc.) for team members.
• Coordinate with colleagues to meet deadlines, prioritize work and streamline tasks.
• Types, edits, and corrects documents and correspondence as needed by the project teams.
• Keep the team informed and in compliance with internal guidelines and procedures.

What You’ll Bring

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

Compensation

The rate for this position generally is $50,000 - $80,000 annually. This range is a good faith estimate provided pursuant to the New York Pay Transparency Law. It is based on what a successful New York applicant might be paid and assumes that the successful candidate will be in New York or perform the position from New York. Similar positions located outside of New York will not necessarily receive the same compensation. Actual pay rates may vary from the range, as permitted by New York Equal Pay Transparency Law. Compensation offers will be based on various factors, including operational needs, individual education, qualifications and experience, work location and comparison to employee already in the role, as well as other considerations permitted by law. A potential new employee’s pay history will not be used in compensation decisions.

Benefits

Depending on your employment status, benefits may include:

• Medical, Dental, Vision, Life, AD&D, Disability and other voluntary benefits
• Flexible Spending Accounts for Medical and Childcare
• Paid Time Off, Family Leave for New Parents, Volunteer Time
• Tuition Reimbursement
• Commuter Transit (where available)
• 401k retirement savings with Company matching on employee contributions and/or qualified student loan repayments
• Fitness Reimbursement
• And other various wellness, diversity/inclusion and employee resource programs and initiatives

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Thornton Tomasetti is proud to be an equal employment workplace. Individuals seeking employment at Thornton Tomasetti are considered without regards to age, ancestry, color, gender (including pregnancy, childbirth, or related medical conditions), gender identity or expression, genetic information, marital status, medical condition, mental or physical disability, national origin, protected family care or medical leave status, race, religion (including beliefs and practices or the absence thereof), sexual orientation, military or veteran status, or any other characteristic protected by federal, state, or local laws.