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Featured Employers
Project Administrator
Company: VHB
Location: Watertown, MA
Employment Type: Full Time
Date Posted: 09/11/2021
Expire Date: 10/14/2021
Job Categories: Accounting/Auditing, Agriculture, Forestry, & Fishing, Construction, Mining and Trades, Customer Service and Call Center, Engineering, Finance/Economics, Government and Policy, Real Estate, Sales, Science, Transportation, Executive Management, Research & Development, Environmental, Energy / Utilities
Job Description
Project Administrator


VHB’s growing Watertown, MA office is seeking a Project Administrator to join our Transportation Planning & Operations group. The selected candidate will assist a team of Project Managers, planners, and engineers with the preparation of budgets, project schedules, statistical reports, and other administrative matters.

About Us

WE ARE VHB—a passionate team of engineers, scientists, planners, and designers tackling exciting challenges in the transportation, real estate, institutional, applied technology, and energy industries—serving a range of public- and private-sector clients. At VHB, we are dedicated to improving mobility, enhancing communities, and balancing development and infrastructure needs with environmental stewardship.

  • We are creative problem-solvers
  • We work hard, and we give back
  • We like our colleagues, and we love Mondays (really)
  • We are diverse, caring, welcoming, and fun!

VHB has consistently been rated one of the top AEC firms to work for across our 30+ offices on the East Coast. We’re growing, and we hope you’ll join us!

About the Position

Project Administrator | Watertown, MA


  • Maintains tracking log for proposals, project contracts, and amendments (e.g., project status of client’s acceptance and authorization)
  • Prepares sub-agreements for project manager’s (PM) and Managing Director’s review/signature. Assists PMs in preparing and issuing proposals and contract amendments. Reviews contract documents for completeness and quality. Expedites final documents at the direction of PMs
  • Assists PMs with developing project timetables for services and deliverables. Tracks project progress. Prepares status reports and documents for clients or project stakeholders
  • Assists PMs in the creation and management of business development pipelines
  • Schedules team meetings. Coordinates cross-functional meetings to facilitate collaboration
  • Reviews project requirements. Identifies interdependencies with internal or external departments or service providers. May recommend or delegate responsibilities
  • Maintains project-related financial records and documentation (e.g., contracts, invoices, payment records)
  • Assists PMs with client invoicing (e.g., prepares, distributes, assures delivery). Assists PMs in pursuing and management accounts receivables while maintaining positive client relationships
  • Assists PMs with preparing and monitoring budgets. Identifies and works with PMs to address significant budget variances
  • In collaboration with PMs, ensures that projects stay within the proper budgetary parameters and that all deadlines are met
  • Provides administrative assistance to project managers and team
  • Works in a confidential nature requiring a broad understanding of organization policies and practices
  • Performs all job functions in compliance with applicable federal, state, and local regulations and company policies and procedures

Skills and Abilities

  • Excellent verbal, written and interpersonal communication skills
  • Exceptional customer service abilities with an emphasis on timely response
  • Ability to shift attention from one task to another in a fast-paced, deadline-driven environment and to manage multiple projects simultaneously
  • Excellent organizational and time management skills
  • Detail-oriented
  • Self-motivated
  • Ability to think proactively using critical thinking and problem-solving skills


  • Bachelors Degree in Accounting, Finance, Management, or business-related field
  • 4+ years of professional office administration experience, preferably in an Architecture/Construction/Civil Engineering environment
  • MS Office Suite (Word, Excel, PowerPoint, Outlook) experience required
  • Familiarity with Deltek Vision preferred
  • Prior project management experience preferred

Please submit applications online.


New employees will be onboarded virtually and begin their employment from home. We are in the process of planning for a safe return to the workplace in alignment with government and CDC guidelines.

VHB is proud to be an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status, age or any other federally protected class.




Contact Information
Company Name: VHB
Website: https://careers-vhb.icims.com/jobs/...
Company Description:

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