PROJECT ADMINISTRATOR - ENVIRONMENTAL DIVISION

• Coordinate project-related administrative and project support to Environmental staff, including preparation of correspondence, technical documents, reports, research, and environmental compliance and public involvement materials. Work independently after appropriate guidance, to prioritize competing project needs, and resolve routine coordination issues.
• Report writing, editing, map creation, and the preparation of professional summaries, presentations, and slide decks based on environmental and civil engineering documents.
• Willingness to learn and apply scientific, environmental, civil engineering, and regulatory terminology, processes, documentation, and requirements with guidance from Environmental staff.
• Prepare proposals, scopes of work, fee estimates, and project-related spreadsheets for environmental services associated with civil infrastructure projects.
• Support public involvement and community outreach efforts by creating and maintaining mailing lists, coordinating Every Door Direct Mail (EDDM) mailings, developing project websites, preparing meeting materials, reserving venues, and attending public meetings.
• Create and maintain project records, budgets, contracts, schedules, and deliverable tracking systems; monitor project status, deadlines, submittals, and outstanding tasks, and communicate updates to Environmental staff and project teams. Provide informal guidance and contributes to process consistency across the team.
• Track and assist with renewal of professional licenses, certifications, and qualifications for department staff.
• Provide general administrative support, including travel coordination, handling phones, mail and email correspondence, scanning documents, maintaining project files and archives, and supporting occasional reception desk coverage.
• Create, organize, and maintain hard-copy and electronic filing systems in accordance with company and departmental procedures.
• Maintain an organized office environment while supporting the demands of a fast-paced workplace.
• Exercise professionalism, responsiveness, discretion, and sound judgment when handling confidential information, requests, and assignments . Regular professional contact with clients, consultants, municipalities, and internal project teams; communicates status and follows through independently.
• Contribute to a culture of organizational excellence through accuracy, attention to detail, and timely completion of assigned tasks.

• Exceptional organizational and multitasking abilities.
• Strong verbal and written communication skills; clear and concise writing and communication skills are essential.
• Ability to manage tasks with a sense of urgency in a fast‑paced environment.
• Ability to maintain confidentiality and handle sensitive information.
• Familiarity with scientific, environmental or civil engineering terminology and processes is helpful but not required.
• Strong analytical ability.
• Considerable interpersonal skills including the ability to establish and maintain effective working relationships with others; being both responsive and thoughtful.
• Demonstrated organizational skills, including the ability to set priorities in concert with the team
• Ability to work independently.
• Demonstrated ability to work under pressure exercising sound judgment, prioritizing demands and responding with composure to a fast-paced environment with high-energy leadership.
• Demonstrated punctuality and respect for others’ time.
• Accuracy – with an attention to detail - and speed in task execution.
• Strong work ethic and exceptionally high work standards.
• Maturity, good judgment and professionalism.

Required Experience

• Familiarity with environmental compliance documentation, public involvement processes, permitting, or regulatory reporting.
• Experience preparing proposals, scopes of work, and fee estimates.
• Experience using Microsoft Project.
• Familiarity with accounting/project management systems (Deltek, Ajera, Vision, Vantagepoint, Newforma or similar).
• Experience coordinating public meetings, stakeholder outreach, or community engagement activities.