Project Administrator 2

Arcadis; Boca Raton (FL); On-site; USD 65,000 - 97,000; Full time

Benefits offered by this job

Nine paid holidays

15 days PTO

Benefits package

Job summary

Arcadis, a leading design, engineering and consultancy firm, is seeking a Project Administration Assistant in the United States to support project managers and operations. The role coordinates project setup, contracts, purchase orders, change orders, invoicing, forecasts, procurement records, and project documentation, ensuring audit-ready files and on-time reporting.

The ideal candidate will excel in communication, budgeting, and process improvement, with experience supporting large or complex

Qualifications

• Associate or bachelor’s degree in accounting, finance, business administration, or related field/equivalent experience.
• Five or more years of relevant experience, including experience supporting large or complex projects.
• Previous administrative experience in a fast-paced setting.

Responsibilities

• Set up new projects and maintain forecasts in project management systems.
• Manage monthly client invoices and subcontractor billing.
• Track budgets, schedules, forecasts, revenue, and profitability; report discrepancies.
• Prepare project reports and documentation for large municipal clients.
• Provide guidance to junior staff and coordinate with project controls and finance.

Skills

Communication skills

Relationship-building

Organization

Time management

Analytical

Database management

Attention to detail

Independent work

Education

Accounting/Finance/Business Admin degree

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Project management systems

Job description

Arcadis is the world's leading company delivering sustainable design, engineering, and consultancy solutions for natural and built assets.

We are more than 34,000 people, in over 30 countries, dedicated to improving quality of life. Everyone has an important role to play. With the power of many curious minds, together we can solve the world’s most complex challenges and deliver more impact together.

Role description:

Arcadis is seeking a Project Administration Assistant to support project managers and operations. This role coordinates project setup, contracts, purchase orders, change orders, invoicing, forecasts, procurement records, and project documentation; maintains accurate, audit-ready files; monitors budgets and financial metrics; resolves administrative and financial discrepancies; and provides process support to project teams in coordination with Project Controls and Finance. The role will independently support distinct elements of medium-sized and complex projects, helping deliver work to established schedule, budget, quality, and reporting requirements.

Role accountabilities:

• Manage monthly client invoices, confirm compliance with contract terms, prepare supporting billing documents, and coordinate subcontractor billing requirements.
• Set up new projects and maintain forecasts in project management systems.
• Track and analyze project schedules, budgets, forecasts, revenue, profitability, accounts receivable, and other financial information; identify discrepancies and provide accurate, current reports and recommendations to project managers.
• Prepare project reports and spreadsheets with a high level of quality control, including documentation required for large municipal clients.
• Participate in monthly project reviews with project managers and finance managers.
• Resolve project administration and financial issues, including troubleshooting support for complex or at-risk projects, in coordination with project and finance managers.
• Serve as a point of contact for project administration questions, communicate with internal teams and client accounting or finance staff, and identify opportunities to improve processes.
• Provide guidance and mentoring to junior project administration staff, as assigned.

The ideal candidate will have strong communication and relationship-building skills; commercial awareness; excellent organization, time management, analytical, database management, and attention-to-detail capabilities; and the ability to work independently, exercise sound judgment, resolve complex project issues, and meet multiple deadlines. Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook is required, along with advanced proficiency in common project management systems and a proactive approach to process improvement and coordination with internal and client stakeholders.

Qualifications & Experience:

Required Qualifications:

• Associate or bachelor’s degree in accounting, finance, business administration, or related field/equivalent experience.

Preferred Qualifications:

• Previous administrative experience in a fast-paced setting
• Previous exposure to client billing procedures
• Five or more years of relevant experience, including experience supporting large or complex projects.
• Relevant vocational certification, or active progress toward certification.

Why Arcadis?

We can only achieve our goals when everyone is empowered to be their best. We believe everyone's contribution matters. It’s why we are pioneering a skills-based approach, where you can harness your unique experience and expertise to carve your career path and maximize the impact we can make together.

You’ll do meaningful work, and no matter what role, you’ll be helping to deliver sustainable solutions for a more prosperous planet. Make your mark, on your career, your colleagues, your clients, your life and the world around you.

Together, we can create a lasting legacy.

Join Arcadis. Create a Legacy.

Our Commitment to Equality, Diversity, Inclusion & Belonging

We want you to be able to bring your best self to work every day. Our ambition is to be an employer of choice and provide a great place to work for all our people. We are an equal opportunity employer. We are dedicated to a policy of non-discrimination in employment on any basis including race, creed, color, religion, national origin, sex, age, disability, marital status, sexual orientation, gender identity, citizenship status, disability, veteran status, or any other basis prohibited by law.

Arcadis offers benefits for full time and part-time positions. These benefits include medical, dental, and vision, EAP, 401K, STD, LTD, AD&D, life insurance, paid parental leave, reward & recognition program and optional benefits including wellbeing benefits, adoption assistance and tuition reimbursement. We offer nine paid holidays and 15 days PTO that accrue per year. The salary range for this position is $64,800- $97,200.

Actual salaries will vary and are based on several factors, such as experience, education, budget, internal equity, project and location.

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