Project Administrator

ABOUT THE POSITION

Are you ready to join a collaborative team where your contributions are valued and you can grow both personally and professionally? Our Boston office is seeking a Project Administrator to support our Transit and Rail team.

In this role, you will provide essential administrative and project support across the office, working closely with Project Managers to prepare budgets, set up projects, maintain project schedules, and coordinate contracts and subcontracts.

Responsibilities

• Tracks logs for proposals, project contracts, and amendments (e.g., project status of client’s acceptance and authorization).
• Track project milestones, deliverables, deadlines, risks, and outstanding items. Assists with necessary project kick off tasks and client registration process.
• Assists PM's with creation and tracking of the business development pipeline.
• Prepares contracts, sub agreements, contract amendments for PM’s and Managing Director’s review/signature. Reviews contract documents for completeness and quality. Expedites final documents at the direction of PMs.
• Coordinates with finance team for contract budget compliance.
• Coordinates with the legal team for review and preparation of contract terms.
• Assists PMs with developing project timetables for services and deliverables. Tracks project progress. Prepares status reports and documents for clients or project stakeholders.
• Schedules team meetings.
• Maintains project-related records and documentation and ensures records are accurate. Assists PMs with client administrative requirements (e.g., cover letters/progress reports).
• Provides administrative assistance to PMs and team. 
• Assist with onboarding project team members for contract review process.
• Responsibilities may vary depending on needs of the specific team, as determined by the Managing Director.
• Understands VHB policies and practices and maintains confidentiality.
• Performs all job functions in compliance with applicable federal, state, and local regulations and VHB policies and procedures.

Skills and Abilities

• Proficient in Microsoft Office Suite and Adobe Acrobat.
• Experience maintaining and updating electronic filing systems.
• Excellent verbal, written, and interpersonal communication skills.
• Exceptional customer service abilities with an emphasis on timely response.
• Proactive, critical thinking and problem-solving skills.
• Team oriented with ability to perform multiple tasks independently in a timely manner and collaborate effectively and positively with coworkers.
• Self-motivated, highly organized, and detail oriented.

Qualifications

• 4+ years of office administration experience, preferably in the AEC industry.
• Bachelor's Degree or equivalent experience.
• Prior project management support experience preferred. 

The full-time annual base salary range for this position is $74,405 to $92,000 if located in Boston, MA. The base salary offered will be determined based on job-related factors, including geographic location, internal equity, experience, credentials, skills, education, work schedule, and other factors permitted by law. The posted salary range reflects base pay only. Additional compensation and benefits available to eligible employees are outlined in our Total Rewards Program. 

Annual base salary is one component of VHB’s Total Rewards package. In addition to base pay, eligible employees may receive annual incentive compensation bonuses, spot bonuses, and merit-based salary increases, providing opportunities to increase earnings beyond base pay. VHB also offers a differentiating work experience, including a comprehensive benefits package that includes eligibility to participate in the VHB 401(k) plan, medical, dental, vision, life, and disability insurance, wellness programs, tuition reimbursement, and recognition programs. 

Details on VHB’s benefits package can be found here: Benefits Checklist  

Building what’s next, together.

Our people make the difference. We foster a technology-empowered, people‑driven, future‑ready culture where agility, innovation, and collaboration shape how we work every day.

When you join VHB, you’ll find:

• Meaningful work on complex projects with real community impact
• A collaborative, inclusive culture that values curiosity and shared success
• Support to grow your skills and lead through change
• Learning and development supported by evolving tools and technologies, including AI
• Best-in-class benefits and a flexible, hybrid work environment

We’re growing across the East Coast and are consistently recognized as a great place to work. Ready to shape what’s next? Learn more about what sets our employee experience apart and connect with us.  

VHB is a proud Equal Opportunity Employer. Since our founding, we have intentionally fostered a culture of inclusion and belonging, supported by deep-rooted core values, one of which is diversity. Qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or other characteristics protected by law.

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