Technical Project Coordinator

Weston & Sampson; Town of Rhinebeck (NY); On-site; USD 41,328 - 57,859; Part time

Benefits offered by this job

Flexible schedule

Ownership mindset

Growth opportunities

Meaningful work

Collaborative culture

Job summary

Weston & Sampson is seeking a Technical Project Coordinator in Rhinebeck with at least 5 years of experience. This part-time role requires managing multiple deadlines, organizing submissions, and supporting project managers with client deliverables.

You will assist with contract execution, prepare reports, monitor project finances, and maintain efficient office operations. A strong communicative, proactive mindset is essential for success.

Qualifications

• Previous administrative support experience preferred.
• Strong written & verbal communication skills, leadership mindset and organizational skills.
• Ability to work in a collaborative team environment across multiple technical teams and regions.
• Computer proficiency including Microsoft Office Suite and Adobe Acrobat.
• Knowledge of Deltek/Vantagepoint Software or other accounting platforms is a plus.
• Ability to work well with others under deadline situations and respond to changes in priorities in a fast-paced environment.
• Thorough knowledge of standard contract terms.
• Ability to work independently, take initiative, set priorities and see projects through to completion.
• Problem-solving and analytical skills.
• Valid Driver's License with reliable transportation.
• Degree in Accounting or Business preferred.

Responsibilities

• Collaborate with project managers and executive staff in the preparation of letters, reports and materials for client deliverables.
• Organize, edit, and reproduce required submissions, narrative proposals, fee/scope proposals, and qualification statements.
• Assistance with the execution of contracts as required, this includes requesting insurances, bonds, and getting appropriate signatures.
• Complete excel spreadsheets and tables that will assist in project monitoring.
• Monitor and respond to emails and phone messages with internal staff and external clients.
• Maintain filing system as needed.
• General office operations and upkeep including but not limited to: Keeping the office neat and orderly and coordinate office functions; Keeping office supplies stocked; Communicate with building management to take care of repairs.
• Review contracts for the financial related terms and conditions, ensure that they are clearly and accurately represented on the Project Opening documentation. Inform Project Managers of any discrepancies.
• Communicate with Project Managers on project financial tracking and billing.
• Maintain electronic filing and archiving of project specific documents, including project opening forms, contracts, proposals and budget changes.
• Ensure that appropriate approvals are obtained in accordance with company policies.
• Support and assist Project Managers.
• Perform additional assignments, as directed by the Administrative Manager and Supervisors.
• Report problems to the Administrative Manager or direct supervisor as necessary.

Skills

Admin support

Communication

Team collaboration

Prioritization

Self-motivation

Problem solving

Contract terms

Driver's license

Education

Accounting or Business degree

Tools

MS Office

Adobe Acrobat

Deltek/Vantagepoint

Job description

Weston & Sampson is currently seeking a Technical Project Coordinator with 5 years of experience minimum to work with our A&E Design Team in our Rhinebeck office Part time to start. The position demands the ability to work on multiple projects/deadlines under pressure and work with a range of staff simultaneously. We are seeking a confident, self‑motivated and resourceful professional with a "can‑do" attitude and a keen sense of judgment and humor.

What You’ll Do

• Collaborate with project managers and executive staff in the preparation of letters, reports and materials for client deliverables.
• Organize, edit, and reproduce required submissions, narrative proposals, fee/scope proposals, and qualification statements.
• Assistance with the execution of contracts as required, this includes requesting insurances, bonds, and getting appropriate signatures.
• Complete excel spreadsheets and tables that will assist in project monitoring.
• Monitor and respond to emails and phone messages with internal staff and external clients.
• Maintain filing system as needed.
• General office operations and upkeep including but not limited to:
  • Keeping the office neat and orderly and coordinate office functions
  • Keeping office supplies stocked
  • Communicate with building management to take care of repairs
• Review contracts for the financial related terms and conditions, ensure that they are clearly and accurately represented on the Project Opening documentation. Inform Project Managers of any discrepancies.
• Communicate with Project Managers on project financial tracking and billing.
• Maintain electronic filing and archiving of project specific documents, including project opening forms, contracts, proposals and budget changes.
• Ensure that appropriate approvals are obtained in accordance with company policies.
• Support and assist Project Managers.
• Perform additional assignments, as directed by the Administrative Manager and Supervisors.
• Report problems to the Administrative Manager or direct supervisor as necessary.

What You Will Bring

• Previous administrative support experience preferred.
• Strong written & verbal communication skills, leadership mindset and organizational skills.
• Ability to work in a collaborative team environment across multiple technical teams and regions.
• Computer proficiency including general office applications (Microsoft Office Suite) and advanced applications (Adobe Acrobat).
• Knowledge of Deltek/Vantagepoint Software or other accounting platforms is a plus.*
• Ability to work well with others under deadline situations and respond to changes in priorities in a fast‑paced environment.
• Thorough knowledge of standard contract terms.
• Ability to work independently, take initiative, set priorities and see projects through to completion.
• Problem‑solving and analytical skills.
• Valid Driver's License with reliable transportation.
• Degree in Accounting or Business preferred.

Hourly Range: $30.00‑$42.00 an hour

Overview

At Weston & Sampson, you’ll work alongside more than 1,000 employee‑owners who are passionate about improving our communities. From providing clean water to designing resilient infrastructure and sustainable environments, our work has a direct impact on quality of life. We’re looking for curious, driven professionals who want to contribute to innovative, impactful projects and grow with a team that supports them.

We are a 100% employee‑owned, interdisciplinary firm offering design, engineering, and environmental services. Since our founding in 1899, we have worked to build a collaborative, forward‑thinking environment grounded in respect for each other’s ideas.

We Offer

• Meaningful work: Contribute to projects that protect and enhance the natural and built environments
• Ownership mindset: As an employee‑owner, your work directly contributes to our shared success
• Growth opportunities: Build your career through mentorship, diverse projects, and clear advancement pathways
• Flexible workplace: Work in a way that supports your life and not the other way around
• Strong culture: Join a team that values collaboration, inclusion, and recognition

Our Commitment to Inclusion, Diversity, Equity & Access (IDEA)

We believe diverse perspectives make us stronger. Weston & Sampson is committed to fostering a culture of belonging where all employees feel valued, respected, and empowered. We actively support IDEA principles across our organization and in our daily work.

Ready to transform your environment? Let’s work together.

Explore opportunities and apply: https://www.westonandsampson.com/careers

A note to third‑party recruiters

Weston & Sampson manages all recruiting directly. We do not accept unsolicited resumes without a signed agreement in place. Any unsolicited submissions will be considered property of Weston & Sampson, and we are not responsible for associated fees.