Project Administrator - Architecture

Buchart Horn, Inc.; York (York County); On-site; USD 70,000 - 100,000; Full time

Job summary

Buchart Horn, Inc. is seeking an experienced Project Administrator to provide financial, project, and administrative support to leadership and Project Managers in York, PA.

The role focuses on project financial administration, invoicing, budgeting, and compliance, with coordination across multiple departments. The ideal candidate will have a strong background in architecture/engineering environments, proficiency with BST and Newforma, and excellent organizational skills to manage budgets and

Qualifications

• Bachelor’s degree or equivalent combination of education, experience, and training.
• Minimum of 10 years of experience in an architecture or engineering firm environment preferred.
• Experience with project accounting, invoicing, budgeting, and financial reporting is essential.

Responsibilities

• Prepare monthly prebills and invoices for assigned projects.
• Generate project financial reports and variance analyses with leadership.
• Provide timely financial information to project managers to monitor budget controls.
• Coordinate project setup, budgets, contracts, and bid processes.
• Support audits related to project finances and compliance.
• Coordinate information with leadership, accounting, and corporate staff.

Skills

Project accounting

Budgeting

Financial reporting

Communication

Attention to detail

Education

Bachelor's degree

Tools

BST

Newforma

Microsoft Excel

AIA Documents

Job description

Project Administrator | York, PA | Full TimeBuchart Horn Architects is seeking an experienced and detail oriented Project Administrator to provide financial, project, and administrative support to BHA leadership and Project Managers.The Project Administrator is primarily responsible for project financial administration, reporting, budgeting, invoicing, and compliance. The position also supports project setup, contracts, bidding, client coordination, meeting documentation, Federal Market Sector reporting, and other BHA activities.The Project Administrator works closely with Project Managers, BHA leadership, Accounting Services, Business Development, and corporate support departments to maintain accurate project information, support budget controls, and contribute to the successful administration of BHA projects.What You Will DoProject Financial AdministrationPrepare monthly prebills and invoices for assigned projectsWork with Project Managers to enter fixed fee percentages, percent complete information, and project budget changes needed for monthly revenue recognitionGenerate project financial reports in coordination with BHA leadership, including project variance, accounts receivable, and work in progressProvide Project Managers with timely and accurate financial information to help monitor project performance and maintain budget controlsRespond to project financial inquiries and coordinate information with BHA leadership, senior staff, and Corporate AccountingPrepare monthly revenue projections using information provided by project leadership and submit required reports to CorporateWork with Project Managers to forecast future project costs, adjust budgets, and identify potential financial risksEnsure project accounting practices comply with company policies, client requirements, and applicable regulatory standardsPrepare for and assist with internal and external audits related to project financesProject Setup and AdministrationCoordinate project setup and encoding within BST, Newforma, and other company systemsVerify that project information, billing terms, budgets, client contacts, consultant information, and contract requirements are accurately entered and maintainedMaintain organized project, financial, contractual, and administrative recordsPrepare meeting agendas, meeting reports, action item lists, and related project correspondenceDistribute meeting documentation and assist Project Managers with tracking outstanding action itemsProvide Project Managers and BHA leadership with general administrative support throughout the life of a projectContracts and AgreementsPrepare and edit AIA agreements, consultant agreements, amendments, and other contract documents under the direction of BHA leadership and Project ManagersIncorporate approved scope, fee, schedule, insurance, and other project requirements into contract documentsCoordinate contract review, execution, distribution, and recordkeepingMaintain current contract templates and track the status of agreements and amendmentsProject BiddingCoordinate administrative requirements associated with public and private project biddingAssist with bid advertisements, distribution of bidding documents, bidder communications, addenda, prebid meetings, bid openings, and post bid documentationMaintain bidder and plan holder informationCoordinate bidding activities with Project Managers, consultants, owners, contractors, and document distribution servicesConfirm that required bidding records and documentation are complete and properly maintainedClient and Team CoordinationServe as an administrative contact for clients, consultants, contractors, and internal project team membersCoordinate meetings, schedules, document distribution, and routine project communicationsRespond to administrative questions and direct technical or contractual questions to the appropriate Project Manager or BHA leaderSupport consistent and professional communication with clients throughout the projectMarket Sector and BHA SupportAssist Market Sector Leaders with recurring reports, project information, sales tracking, backlog information, forecasts, and other required documentationCoordinate information from Project Managers and corporate departments for market sector reportingMaintain organized records of market opportunities, contracts, qualifications, and reporting requirementsProvide general administrative support to BHA leadership and other members of the companySupport company meetings, planning activities, and special initiativesSales and Proposal SupportAs company needs require, this position may also:Coordinate proposal schedules, submission requirements, forms, resumes, project descriptions, and team informationAssist with sales tracking, client follow up activities, and business development reportingMaintain marketing and qualifications information for BHAAssist with conference registration, exhibit coordination, presentation materials, and conference attendancePerform other related responsibilities as assignedWhat We Are Looking ForBachelor’s degree or an equivalent combination of education, experience, and trainingMinimum of 10 years of experience in an architecture or engineering firm environment preferredStrong knowledge of project accounting practices, invoicing, budgeting, and financial reportingProficiency with BST, Newforma, Microsoft Excel, and client specific softwareExperience with AIA Contract Documents, consultant agreements, and project bidding procedures preferredFamiliarity with DBE compliance and monitoring proceduresExcellent organizational, analytical, and problem-solving skillsStrong attention to detail and the ability to review, identify, and correct financial, contractual, and project informationAbility to manage multiple projects and priorities while meeting established deadlinesEffective written and verbal communication skillsAbility to communicate professionally with clients, consultants, contractors, Project Managers, Accounting, and company leadershipAbility to work independently while contributing effectively as part of a teamAbility to handle financial, contractual, personnel, and client information with appropriate confidentiality