Project Administrator

Madison ApproachWhite Plains, NY, US

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Job Description

Project Administrator - 12-Month Contract

Location : White Plains, NY or Buffalo, NY (Hybrid - Minimum 3 days onsite)

Duration : 12 months

Employment Type : W2 Contract via Staffing Agency

Position Overview

We are seeking a detail-oriented Project Administrator to support a large-scale infrastructure program designed to enhance waterway systems for the next century of operation. This role involves supporting financial, contractual, budgetary, and governance procedures while working closely with Project Engineers to deliver critical infrastructure projects.

Key Responsibilities

Project Documentation : Prepare comprehensive project plans, risk registers, project justification memos, contractor award memos, purchase requisition worksheets, and scopes of work under direction of Project Engineers
Financial Management : Prepare purchase requisition worksheets, collect accounting information for new contracts, and track monthly invoices while preparing accruals for lagging invoices
Budget Coordination : Attend scheduling meetings, update project costs on Excel worksheets based on schedule updates, and verify budget consistency across systems
Contract Administration : Prepare award memos and change order memos to authorize additional contract funding as required
Quality Assurance : Review consultant monthly reports, meeting minutes, and agendas to verify completeness and accuracy
Project Monitoring : Review project activities for technical content, accuracy, cost control, and schedule adherence
Administrative Support : Support new project request preparation and maintain project documentation throughout the project lifecycle
System Updates : Update project management systems and maintain accurate project records and reporting
Stakeholder Communication : Coordinate with various teams and stakeholders to ensure project deliverables meet requirements

Required Qualifications

Bachelor's degree from accredited institution in Engineering or related field

1-5 years of experience in project administration, engineering, or construction

Strong project management skills with ability to plan, execute, and complete multiple tasks independently

Advanced Excel proficiency including SUMIFS, COUNTIFS, Pivot Tables, and chart preparation

MS Word proficiency including cross-referencing, indexing, and advanced functions

Excellent interpersonal, written, and verbal communication skills

Ability to understand, organize, and communicate technical engineering information clearly

Strong attention to detail and ability to work with minimal supervision

Water resources engineering or construction experience preferred

Working knowledge of SAP, Oracle Primavera, and Microsoft Teams preferred

Professional certifications (CCM, PE, PMP) preferred

Ready to support critical infrastructure projects that drive economic development and climate resilience? Apply today!

Note : Candidates must be local to the Tri-State area or Buffalo region and available for W2 employment. This role requires badging in / out of facility and adherence to hybrid work policies.

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Project Administrator • White Plains, NY, US