Project Administrator - Architecture and Engineering Services

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

Job summary

HNTB in Miami, FL, is seeking a Project Administrator to support successful project delivery through coordination of management processes, documentation, financial tracking, resource planning, and operational reporting.

This position provides administrative and project support across all phases of delivery by maintaining records, monitoring performance data, coordinating workflows, and assisting project managers and teams in achieving objectives.

Qualifications

• Requires a Bachelor’s Degree with 6+ years of related experience or an Associate’s Degree with 8+ years, or 10+ years of equivalent experience.
• Experience in planning, coordinating, and supporting project delivery and management.
• Strong organizational, communication, and documentation skills.

Responsibilities

• Prepares and maintains project plans, tracks progress, and prepares client/stakeholder reports.
• Coordinates work planning, staffing, schedules, and document approvals across disciplines.
• Performs technical editing and formatting of project documents; assists with proposals and contract compliance.
• Manages large volumes of project documentation and distributes to stakeholders.
• Supports financial management tasks: labor charges, expenses, and budget reporting.
• Contributes to QA/QC processes and maintains project filing structure.
• Communicates complex issues to project managers and stakeholders; suggests solutions.
• May provide leadership and mentoring to junior staff.
• Performs other duties as assigned.

Skills

Project administration

Coordination

Cross-functional collaboration

Meeting management

Document control

Financial forecasting & reporting

Schedule management

Stakeholder communication

Multi-tasking under deadlines

Organizational skills

Risk management & issue tracking

Administrative support to PMs

Education

Bachelor’s Degree

Associate’s Degree

10 years of relevant experience

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.

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.

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

Additional Information

Notice To Third-party Agencies

Locations: Miami, FL

Visa sponsorship is not available for this position.

Equal Employment Opportunity & Disability Accessibility Statement

HNTB provides a fair and equal employment opportunity for all employees and applicants regardless of race, color, religion, sex, national origin, age, disability, pregnancy status, sexual orientation, gender identity, veteran status, genetic information, citizenship status, or other status protected by law. The HNTB Companies ensure nondiscrimination in all programs and activities in accordance with Title VII of the Civil Rights Act of 1964.

Any applicant with limited English proficiency or a qualifying physical or mental disability who believes they require a reasonable accommodation for any part of the application or hiring process should contact us at [e-mail] or call 816-527-2600 for assistance. HNTB will make determinations on requests for accommodations on a case-by-case basis.

Hearing and speech impaired individuals who seek assistance or accommodation in applying for a position via TTY, may dial 711 in the United States. Instruct the TTY operator to call 888‑400‑4682 and select option 5 for TTY service. Please indicate to the HNTB agent that you are a candidate seeking assistance in the job application process.

Please note that The HNTB Companies will not accept any resume submitted via this email address. To properly submit your application to the HNTB Companies, and to ensure that our recruiters have immediate access to your resume/CV, please search our open positions online, and apply directly through our careers website.

Thank you for considering HNTB for your career opportunities.

Affirmative Action Policy Statement

HNTB has implemented the following policy as part of its longstanding commitment to compliance with all applicable affirmative action requirements. HNTB agrees to post in conspicuous places, available to employees and applicants for employment, this…

HNTB is a federal contractor subject to Section 4212 of the Vietnam Era Veterans' Readjustment Assistance Act of 1974, as amended ("Section 4212") and Section 503 of the Rehabilitation Act of 1973, as amended ("Section 503"). Accordingly, it is HNTB's policy to take affirmative action to employ and advance in employment protected veterans (disabled veterans, recently separated veterans, Armed Forces Service Medal veterans, or active‑dut wartime or campaign badge veterans) and individuals with disabilities at all levels of employment, including the executive level. HNTB also will provide reasonable accommodation to known physical or mental limitations of an otherwise qualified employee or applicant for employment with a disability, unless the accommodation would impose undue hardship on the operation of HNTB. In order to request a reasonable accommodation, employees should contact the HR Solutions Center at General Policy Inquiry - Employee Center and applicants should contact [e-mail].

HNTB will recruit, hire, train, and promote individuals in all job titles, and will ensure that all other personnel actions are administered, without regard to an individual’s protected veteran or disability status. All employment decisions will be based only on valid job requirements. In addition, employees and applicants shall not be subjected to harassment, intimidation, threats, coercion, or discrimination because they have engaged in or may engage in any of the following activities: (1) filing a complaint; (2) assisting or participating in an investigation, compliance evaluation, hearing, or any other activity related to the administration of any Federal, State, or local law requiring equal opportunity for protected veterans or individuals with disabilities; (3) opposing any act or practice made unlawful by Section 4212, Section 503, their implementing regulations, or any other Federal, State, or local law requiring equal opportunity for protected veterans or individuals with disabilities; or (4) exercising any other right protected by Section 4212, Section 503, or their implementing regulations.

The non-confidential portions of the affirmative action program for protected veterans and individuals with disabilities shall be available for inspection upon request by any employee or applicant for employment. These plans are available for review upon request during normal business hours. Any questions or requests to review should be directed to your Human Resources Partner.

As Chief Executive Officer, I fully support our affirmative action program and am committed to the implementation of the company’s affirmative action policy. I have delegated overall responsibility for this policy to the Business Integrity Director. The Manager of HR Compliance & Immigration is responsible for the implementation, auditing, and reporting of this policy and program, assisted by the office’s Human Resources Partner.

HNTB employees must comply with this policy and report any violations of illegal discrimination, as specified in the Integrity Reporting policy.

For Questions or Additional Information

For more information on this policy, please contact the HR Solutions Center, General Policy Inquiry - Employee Center, 888-400-4682.

Robert J. Slimp, CEO