Schnabel is an employee-owned, professional engineering and consulting firm that focuses on solving problems related to the earth and environment through specialization in geotechnical, geostructural, tunnel, and dam engineering. Schnabel's high standards for quality, business ethics, and concern for the communities in which we live are a vital part of who we are. Schnabel is an ENR Top 500 Design Firm with 650+ employees in 30 offices throughout the United States.
Recognized by CE News as one of the Best Engineering Firms to Work for, Schnabel provides employees with a competitive benefits package including maternity leave, tuition reimbursement for continuing education, health, dental, life and disability insurance and a wellness program. As an employee-owned company, through the Employee Stock Ownership Plan, Schnabel employees directly benefit from the success of our growing firm.
Benefit options include:

Medical insurance
Dental insurance
Flexible spending accounts
Employee life & ADD insurance (100% company-paid)
Short-term disability (100% company-paid)
Long-term disability
Supplemental life insurance
401(k) and profit-sharing plan
Employee stock ownership plan (ESOP)
Bonus program
Paid time off
9 Paid Holidays
Wellness program
Professional development and tuition reimbursement

Job Description:
Our Jersey City, NJ office is seeking a Project Administrator to support the expansion of our growing Water Practice in Jersey City and across the Northeast. In this role, you will work closely with the Branch Leader and business partners to provide assistance throughout the full business life cycle, from business development and marketing to project administration and project controls, while also contributing to the daily operations of the office. This position offers the opportunity to support both project and office success, while also participating in our employee-ownership culture and its shared benefits.
Job Responsibilities:

Project Management Support:
- Enter and manage client contact and description information.
- Assist with opportunity, proposal, and project creation; and work breakdown structure development throughout the life of a project.
- Collaborate with the project manager to develop a detailed, cost-effective budget.
- Monitoring project progress including project budgets, revenue recognition and customer billing.
- Coordinating between accounting and project staff to ensure that project charges are accurate.
- Assist with customer and subcontractor contract review process.
- Reviewing subcontractor invoices for accuracy and timeliness.
- Coordinating special invoicing requirements between client and accounting staff.
- Provide data entry and reporting services for project managers within the Enterprise Resource Planning (ERP) system, specifically to:
- Provide assistance and support to project and finance teams in executing and tracking established project financial workflows, such as:

Overall Administrative Support :
- Create, review, and ensure quality control for various documents, including, but not limited to, letters, meeting minutes, presentations, memoranda, and reports.
- Provide administrative support to office staff as needed.
- Handle filing, document management, and record keeping.
- Assist in travel planning for conferences, webinars, and meetings.
People and Culture
- Contribute to fostering a vibrant and positive workplace culture by supporting the day-to-day operations of the office.
- Oversee the onboarding process for new employees, including coordinating orientation sessions, handling paperwork, and providing necessary resources.
- Support recruiting activities by screening candidates, scheduling interviews, and coordinating job fairs.

Required Skills and Qualifications:

Associate or Bachelor's Degree in business or related field
8+ years of project administrative experience, ideally supporting multiple groups simultaneously
Strong understanding of project workflow from initial project setup to project completion within a professional services environment
Thorough attention to detail and strong organizational skills
Excellent technical verbal and written communication skills
Knowledge of contract types and related accounting requirements in a government contracting environment
Ability to prepare project budgets, financial forecasts, and project reports.
Knowledge of project invoicing and billing.
Experience working within an ERP application.
Demonstrated ability to work well under pressure.
Ability to work independently and effectively prioritize and manage multiple projects in a fast-paced environment.
Organized, self-starter with a strong entrepreneurial spirit.
Detail-oriented: must demonstrate accuracy and thoroughness.
Strong computer skills (proficient knowledge of MS Outlook, Word, Excel, and PowerPoint, and Bluebeam and/or Adobe Acrobat Pro).

Other Requirements:

Ability to pass a background check which may include criminal history, motor vehicle record and credit check
Ability to pass a pre-employment drug screening

The compensation range for this position is between $75,000 to $95,000. Compensation for this position may vary based on geographic location and other factors. We remain committed to providing competitive and equitable compensation to all employees, regardless of their location.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
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 notice from the Department of Labor.

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