Senior Project Services Administrator | Finance & Contracts

Carollo Engineers; Philadelphia (Philadelphia County); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Competitive benefits

Paid time off

Flexible work options

Job summary

Carollo Engineers, a water-focused engineering firm in Philadelphia, seeks an experienced Project Administrator to support project setup, budgeting, and invoicing. You will assist Project Managers with financial tracking and client communications while maintaining contract compliance.

The role requires 5–10 years in architectural/construction/engineering settings, strong Excel skills, and familiarity with financial systems. Collaborative team environment and competitive benefits offered.

Qualifications

• 5-10 years of direct related/relevant professional experience on major projects in architectural, construction, engineering or another related technical field.

Responsibilities

• Assist with project setup and document control maintaining internal best practices while meeting client specific needs.
• Assist Project Managers with tracking project budgets and deliverables.
• Track project financial health and assist Project Managers with corrective actions
• Assist Project Managers with client and contractor communications including preparation of budget and amendment documents/request.
• Contract Administration: Assist with project setup and tracking tools, project compliance with contract requirements; prepare various monthly client reports; manage project specific requirements.
• Coordinate preparation and issuing of monthly client invoices and monitor accounts receivable including client specific reporting requirements.
• Prepare and maintain appropriate records and reports as they pertain to contract specific requirements.
• Coordinate and attend project meetings both in person and online, produce meeting minutes and maintain project logs.
• Support change management, estimates and quality control including construction management activities such as document control for RFIs and submittals.
• Research regulations, procedures and technical reference materials.
• Provide other administrative support as needed including organizing events, assisting with expense reports and travel arrangements, recruiting support.

Skills

Communication skills

Time management

Organizational skills

Ability to work under pressure

Team collaboration

Tools

Excel

Financial software

Job description

Carollo Engineers, a water-focused engineering firm in Philadelphia, seeks an experienced Project Administrator to support project setup, budgeting, and invoicing. You will assist Project Managers with financial tracking and client communications while maintaining contract compliance.

The role requires 5–10 years in architectural/construction/engineering settings, strong Excel skills, and familiarity with financial systems. Collaborative team environment and competitive benefits offered.