Project Administrator

JOB SUMMARY

The Project Administrator provides general office support and coordination, comprehensive administrative, financial, and project controls support to civil survey project teams. This role supports project managers and technical staff with project setup, cost tracking, documentation, proposal coordination, and compliance. The ideal candidate is detail-oriented, highly organized, and experienced in supporting public agency and transportation projects, including work for the Colorado Department of Transportation (CDOT).

INTER-RELATIONSHIPS

Employees, Managers, and Supervisors throughout the corporation, and various external customers, vendors, consultants, and governmental regulatory officials.

MAJOR TASKS

Key Responsibilities

• Project & Administrative Support
• Provide day-to-day general office support
• Provide project coordination and administrative support to project managers and technical staff
• Maintain organized electronic and hard-copy project files and documentation
• Coordinate meetings, schedules, and internal communications
• Handle confidential and proprietary information with discretion and professionalism Project Accounting & Controls Support
• Assist with project setup, budgets, and cost codes
• Track labor, expenses, and subcontractor costs against project budgets
• Support timekeeping review, expense processing, and job cost reporting
• Prepare invoices and billing in accordance with contract requirements
• Track contract documents, amendments, and additional services Proposals, RFIs & RFQs
• Support preparation and coordination of proposal submittals for public and private clients
• Assist with RFQs and RFIs, including compiling required forms, resumes, and project information
• Ensure proposals comply with agency and client requirements and deadlines
• Maintain proposal templates, qualification materials, and project experience databases Compliance & Documentation
• Support compliance with public agency requirements, including CDOT standards and procedures
• Track deliverables, approvals, and project milestones
• Assist with quality control reviews of project and proposal documents
• Maintain records related to contracts, insurance certificates, certifications, and project closeout

JOB SKILL REQUIREMENTS

• Associate’s or Bachelor’s degree in business administration, construction management, engineering support, or a related field (or equivalent experience)
• 5+ years of experience in project support, project coordination, project accounting, or project controls within the industry
• Experience supporting civil engineering, transportation, or land surveying projects
• Familiarity with CDOT projects, procurement processes, and documentation requirements preferred
• Proficiency in Microsoft Office (Word, Excel, Outlook) and Adobe
• Strong organizational, analytical, and communication skills
• Ability to manage multiple priorities and deadlines in a fast-paced environment

Preferred Skills

• Experience with public agency contracts and on-call programs
• Strong Excel and reporting capabilities
• Proactive problem-solving mindset and attention to detail
• Ability to work independently and collaboratively across teams

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; stoop, kneel, crouch, or crawl; talk or hear. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, depth perception, and the ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

MENTAL DEMANDS

The following mental demands are required to perform the essential functions of this job: concentrate, conceptualize, cooperative work with others/teamwork, detailed work, frequent task changes, irregular schedule as needed, learn new tasks, interruptive /distractive environment, perform multiple tasks simultaneously, reasoning, problem solving, time pressures.

STANDARD WORK SCHEDULE

Topographic OM, Inc. in office Standard business hours is Monday-Friday from 8am-5pm. The specific schedule for this role will be based on location and department.

WORK AUTHORIZATION/SECURITY CLEARANCE

Must be authorized to work in the United States.

TRAVEL

Travel out of office may be required.

E-VERIFY

This employer participates in E-Verify.

DRUG-FREE WORKPLACE

This position is subject to initial and random Drug and Alcohol programs as directed by Company Policy.

AAP/EEO STATEMENT

Topographic, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

IND1

Salary Range $70,000 - $78,000

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.