Project Administrative Assistant

Our growing engineering firm is seeking a full-time Project Administrative Assistant to join our Providence, Rhode Island office.

This is an important support role within our project team and is well suited to someone who is detail-oriented, well organized, motivated, and dependable.

The Project Administrative Assistant will work closely with an Assistant Vice President, Project Managers, Assistant Project Managers, and engineering staff. This position offers the opportunity to take on increasing responsibility in project administration, invoicing, and project coordination as the individual grows in the role.

Responsibilities include:

• Support senior leadership, Project Managers, and Assistant Project Managers with day-to-day project administration and coordination.

• Assist with project invoicing, billing records, expense tracking, and the preparation, review, and processing of invoices.

• Review biweekly timesheets and employee expense reports for accuracy and completeness.

• Coordinate schedules, correspondence, meetings, travel, equipment vendors, police details, subconsultants, and other project resources.

• Prepare daily logs, perform data entry, organize project records, and help ensure documentation remains accurate and current.

• Compile, format, and assemble client reports, correspondence, and other project deliverables.

• Track outstanding items and follow up with project staff and others to help keep work moving.

• Coordinate with staff and administrative teams in other offices.

• Assist with proposals, social media, and other marketing-related administrative activities.

• Identify opportunities to improve organization, workflows, and efficiency.

The ideal candidate:

Is comfortable managing multiple priorities, asking questions when something does not make sense, and taking a task from assignment through completion.

Has 2+ years of administrative, project coordination, billing, or related experience. Experience in engineering, architecture, construction, consulting, or another project-driven environment is a plus, but not required.

Has excellent organizational and follow-through skills, clear written and verbal communication, attention to detail, comfort working with numbers and project financial information, sound judgment when handling confidential information, and strong Microsoft Office skills, particularly Excel, Word, Outlook, and PowerPoint. Marketing or social media experience is a plus.

• Most importantly, we are looking for someone with a positive attitude, initiative, accountability, and the ability and desire to learn. We value people who see something that needs to be done and help make it happen.