Project Support Coordinator

C.T. Male Associates Engineering, Surveying, Architecture, Landscape Architecture & Geology, DPC; Latham (NY); On-site; USD 34,000 - 48,000; Full time

Benefits offered by this job

Competitive salary

Comprehensive benefits package

Professional development support

Job summary

C.T. Male Associates is seeking an Administrative Project Support Coordinator to join our Environmental Services division in Latham, NY. You will support project managers with administrative tasks, budgeting, billing, and documentation to ensure project success.

The role emphasizes accuracy, organization, and proactive communication. Competitive pay and comprehensive benefits accompany this position in a collaborative, multi-disciplinary firm.

Qualifications

• Bachelor's degree in Business, Finance, Marketing, Architecture, Engineering, or related field or an Associate's with 5+ years of relevant experience.
• 2+ years of experience in project management, administration, finance, or related roles.
• Proficiency with Microsoft Office and PDF applications (Excel, Word, Outlook, Teams).
• Familiarity with Deltek Vantagepoint or ability to learn new business management software.
• Strong communication, organizational, records management, analytical, and problem-solving skills.

Responsibilities

• Support project managers in preparation and quality control of letters, proposals, cost estimates, contracts, change orders, and master subcontract agreements.
• Provide administrative support including calendar and meeting management, travel arrangements, license renewals, project closeouts and adjustments, expense review and credit card reconciliation.
• Coordinate with project managers to monitor budgets, expenses, contracts, and financial performance for compliance with policies and terms.
• Prepare accurate and timely project financial reports and assist with audits and reviews.
• Prepare accurate client invoices in line with contractual terms and billing requirements.
• Develop and maintain project schedules, resource plans, and status reports.

Skills

Microsoft Office

Communication

Organizational skills

Attention to detail

Problem-solving

Education

Bachelor's degree in Business, Finance, Marketing, Architecture, Engineering, or related field

Associate's degree with five+ years of relevant experience

Tools

Deltek Vantagepoint

PDF applications

Job description

C.T. Male Associates, a multi-discipline engineering, environmental, surveying, and architectural firm in the Northeast is seeking an Administrative Project Support Coordinator to join the Environmental Services division in our Latham, NY office. Join our team and play an integral role in supporting our operations.

What You’ll Do

• Support project managers in the preparation and quality control of letters, proposals, cost estimates, contracts, technical service change orders, and master subcontract agreements.
• Provide administrative support, including calendar and meeting management, travel arrangements, registrations and license renewals, project closeouts and adjustments, expense review and approval (including credit card reconciliation) and project authorization creation.
• Coordinate with project managers to monitor project budgets, expenses, contracts, and financial performance, ensuring compliance with company policies, contractual terms, and financial objectives.
• Prepare accurate and timely project financial reports and assist with project audits and financial reviews as needed.
• Prepare accurate client invoices in compliance with contractual terms and client billing requirements.
• Develop and maintain project schedules, resource plans, and status reports.
• Maintain project documentation and financial records in accordance with company policies and procedures.
• Assist with the organization and editing of project manuals for bidding, contracting, and internal procedures.

Pay Range: $25.00 - $35.00 per hour, paid weekly, commensurate with experience and qualifications.

What We’re Looking For

• Bachelor's degree in Business, Finance, Marketing, Architecture, Engineering, or a related field; or an Associate's degree with five (five) plus years of relevant experience.
• Two (2) or more years of experience in project management, administration, finance, or related roles.
• Proficiency with Microsoft Office and PDF applications, particularly Excel, Word, Outlook, and Teams.
• Familiarity with, or ability to learn and become proficient in, Deltek Vantagepoint and other business management software platforms.
• Strong communication, organizational, records management, analytical, and problem-solving skills. A high level of accuracy and attention to detail is required.
• Knowledge of project management principles and practices.
• A willingness to learn and develop new skills.

Benefits & Perks

• Competitive salary & performance-based bonuses.
• Comprehensive benefits package (health, dental, vision, retirement, etc.).
• Professional development support (training, conferences, certifications).

Come join a company where your talents and motivations are rewarded.

EOE, including disability/vets.