Project Administrator - Architecture and Engineering Services

HNTB Corporation; Miami (FL); On-site; USD 65,000 - 90,000; Full time

Job summary

HNTB Corporation is seeking a Project Administrator in Miami, FL to support project delivery through administration of planning, budgeting, and documentation processes.

You will coordinate schedules, manage project documents, and assist project managers with financial tracking and dashboards to ensure on-time, on-budget performance.

Qualifications

• Bachelor’s Degree required with 6+ years of experience, or Associate’s with 8+ years of experience.
• In lieu of education, 10 years of relevant experience may apply.
• Strong communication, scheduling, and documentation skills essential.

Responsibilities

• Prepare and maintain project plans, track progress, and generate stakeholder reports.
• Coordinate workflows, staffing, and schedules; manage document approvals across disciplines.
• Assist in planning, budgeting, invoicing, and cost reporting for project success.
• Monitor project performance data and maintain QA/QC documentation.
• Support project closeout, risk tracking, and client communications.

Skills

Project coordination

Stakeholder communication

Scheduling management

Financial tracking

Document control

Data analysis

MS Office

Project management systems

Risk management

Mentoring

Education

Bachelor’s Degree

Associate’s degree

10+ years of relevant experience (in lieu of education)

Tools

Microsoft Office

Project management systems

Job description

What We're Looking For HNTB is seeking a Project Administrator to support the successful delivery of projects through the coordination and administration of project management processes, project documentation, financial tracking, resource planning, and operational reporting. This position provides administrative and project support throughout all phases of project delivery by maintaining project records, monitoring project performance data, coordinating project workflows, and supporting project managers and project teams in achieving project objectives. The Project Administrator works closely with project managers, project controls staff, technical teams, and business operations personnel to assist with project setup, budgeting, contract administration, invoicing, resource coordination, schedule tracking, and project documentation management. Responsibilities include maintaining project management systems, preparing reports and dashboards, supporting financial and performance reviews, coordinating project communications, and assisting with the development and maintenance of project work plans and forecasts. This role supports the implementation of project management and project controls processes by ensuring project information is accurate, current, and readily available for decision-making. The Project Administrator assists with project tracking, budget monitoring, labor reporting, subconsultant coordination, document control, meeting coordination, action item tracking, and project closeout activities to help ensure projects are delivered efficiently and in accordance with contractual requirements. The Project Administrator also supports quality management, risk mitigation, and client service initiatives by helping project teams maintain compliance with HNTB standards, project procedures, and organizational best practices. Through effective coordination and administration, this position contributes to improved project performance, operational efficiency, and overall project success. This role plays an important part in advancing HNTB's 4-for-4 performance objectives by supporting proactive project planning, financial stewardship, schedule adherence, quality management, risk awareness, and client-focused project delivery. The Project Administrator helps ensure quality work is delivered on schedule, within budget, and to the satisfaction of HNTB's clients. 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.

Locations: Miami, FL.

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.
• 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:

• 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 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.

What We Prefer:

• Project administration and coordination
• Financial forecasting, tracking, and reporting
• Schedule and deliverable management
• Document control and records management
• Data analysis and dashboard reporting
• Microsoft Office Suite and project management systems
• Communication and stakeholder coordination
• Resource planning support
• Quality and compliance tracking
• Organization and attention to detail
• Contribute to risk management, issue tracking, and corrective action activities
• Provide administrative support to project managers and project teams

Visa sponsorship is not available for this position.

Notice to Third-Party Agencies:

HNTB does not accept unsolicited resumes from recruiters or agencies. Any staffing/employment agency, person or entity that submits an unsolicited resume to this site does so with the understanding that the applicant's resume will become the property of HNTB. HNTB will have the right to hire that applicant at its discretion and without any fee owed to the submitting staffing/employment agency, person or entity. Staffing/employment agencies who have fee agreements with HNTB must submit applicants to the designated HNTB recruiter to be eligible for placement fees.

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. Our culture of integrity and inclusion, combined with groundbreaking solutions, has affirmed our reputation and positioned our firm as the industry leader in delivering extraordinary value.

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