Project Administrator

About the Role

Schnabel's U.S. South region is seeking an organized and motivated Project Administrator to support our growing practice. The role is ideal for someone who enjoys contributing to a strong team culture and helping projects and offices run efficiently. The geographic base location for this role is Lexington, Kentucky, Nashville, TN, or Knoxville, TN, with periodic travel to the other two locations. In this role, you will work closely with Branch Leaders and Project Managers to support project delivery through the full project life cycle and oversee office operations. Efforts will range from supporting business development and marketing to project administration and quality control, while also facilitating the daily operations of the office. A key responsibility is to ensure the quality and consistency of project deliverables by coordinating reviews and performing final quality checks, including proofreading, formatting, and editing of technical documents. In addition to core project administration responsibilities, provide ad hoc office and front‑desk support across multiple offices, professionally greeting and assisting internal and external visitors. Periodic travel between offices is required.

Responsibilities

This position focuses on supporting Branch Leaders, Project Managers and other office staff in three key areas – Project Administration, Office Management, People and Culture - to improve project delivery and overall efficiency and the day-to-day function of the regional offices.

• Project Administration:
  • Create and review various technical documents, including letters, meeting minutes, presentations, memoranda, and reports. This involves editing, formatting, assembly, and document delivery.
  • Assist with Marketing and Business Development efforts, such as reviewing project opportunities, developing proposals, and providing outreach at local events.
  • Collaborate with Project Engineers and Managers to initiate projects, prepare budgets, organize schedules, and develop work breakdown structures.
  • Monitor project lifecycle by reviewing budgets, financial forecasts, and other business reports. Track revenue and customer billing, and coordinate between accounting and project staff to ensure that project charges are accurate.
  • Coordinating client-specific invoicing requirements between project team and accounting staff.
  • Assist with client and subcontractor coordination by reviewing contracts and processing invoices, check requests, and certificates of insurance.
• Office Management Duties:
  • Coordinate meeting logistics including scheduling, calendar management, conference room booking, and catering; plan and manage office-wide events such as group outings, client functions, and corporate meetings.
  • Manage and procure office supplies and equipment.
  • Manage incoming/outgoing mail, courier shipments, and deliveries.
  • Coordinate building maintenance and repairs with landlords, property managers, or service vendors.
  • Maintain filing systems (physical and digital) for project records, personnel training, office assets, client database(s).
  • Provide remote administrative support for other Schnabel offices as needed. Periodic travel to two regional offices to provide in-person support is required.
  • Perform other ad hoc duties, as needed, to support branch operations.
• People and Culture:
  • Contribute to fostering a vibrant and positive workplace.
  • Help maintain our strong employee-owned culture.
  • Organize training sessions and plan office social events.
  • Oversee the onboarding process for new employees, including orientation, employment paperwork, training on office standards, and providing necessary resources.
  • Support recruiting activities by scheduling interviews and assist in coordinating job fairs.
  • Assist in travel planning for industry conferences and meetings.

Required Skills and Qualifications

• Associate or Bachelor's Degree.
• 5+ years of project administration, office management, or comparable experience.
• A strong work ethic, a positive attitude, and a desire to perform professionally with a team at a high level.
• Strong computer skills including Microsoft Office (Word, Excel, Outlook, PowerPoint), and Adobe Acrobat or Bluebeam Revu.
• Excellent interpersonal and written communication skills.
• Excellent proofreading skills, with a strong technical command of the English language and grammar proficiency.
• Attention to detail and strong organizational skills.
• Demonstrated ability to work well under pressure and prioritize and manage multiple projects in a fast-paced environment.
• Desire and ability to learn the civil engineering business and fully understand how various tasks satisfy business needs.
• Ability to build relationships across the organization to be more effective in the role.
• Notary commission, or the ability to obtain within 6 months of hire.

Preferred Skills and Experience

• Experience with project management, construction management, or other knowledge of engineering/technical work.
• Understanding of project workflow from initial setup to completion within a professional services environment.
• Experience managing contracts with office supply vendors.
• Experience with Microsoft SharePoint and Microsoft Teams.
• Knowledge of contract types and related accounting requirements in a government contracting environment.
• Knowledge of project invoices and billing.
• Experience using FedEx shipping portal.

Other Requirements

• A valid driver's license is required as driving is an essential function of this position.
• This role will support multiple office locations, periodic travel to the two non-base offices is required. A successful candidate must be willing and able to travel to these locations for 1-2 days at each location on a monthly basis. Frequency of travel will be dependent upon actual need.
• Ability to lift 30 pounds and be able to move office equipment and handle deliveries.
• 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.

Pay

The compensation range for this position is between $70,000 to $85,000. Compensation for this position may vary based on geographic location and other factors.

This response is AI-generated, for reference only.