Project Administrator - Mid Level
Moffatt & Nichol, Honolulu, HI, United States
Position Summary
Moffatt & Nichol is actively seeking a Project Administrator to join our Honolulu office. The successful hire will support project managers in executing operational and administrative tasks across project execution, pursuit, setup, and closure, and may participate in bid and construction support.
Responsibilities
General team support:
Document proofreading and editing
Compile, create, revise, format, and edit documents using Microsoft Office; QC check data, tables, formulas, and formats within spreadsheets for accuracy
Organize and support regular technical meetings, assist in note taking
Identify and recognize when assistance would benefit the team; be proactive
Train Project Assistants
Pursuit Support:
Setup opportunity in BST10 Smart Client with assistance from Project Director, Project Manager, and/or Project Administrator
Setup pursuit numbers
Submit contracts for review
Develop draft teaming agreements as directed by PM for legal review
Develop and update project plates for marketing
Writing and updating resumes for specific pursuits
Assist PM in maintaining JV agreements and preparing modifications throughout project or contract
Project Setup:
Setup project number in BST with assistance from PD, PM, PFA, and/or PA
Setup budget worksheets with assistance from PD, PM, PFA, and/or PA
Develop resource plans with assistance from PD, PM, PFA, and/or PA
Maintain on‑call contract sheet, costing sheets with correct rates, track overall contract budget
Setup vendors and subcontractors:
For vendors: obtain fee proposal; assist PM in obtaining new vendors/subcontractor W9s
For subcontractors: obtain certificates of insurance; obtain fee proposal; assist in assembling subcontractor contract and obtain necessary signatures; assist PM in obtaining new vendors/subcontractor W9s
Project execution support:
Organize and set up project meetings
Maintain electronic files (Q drive folders)
Prepare meeting notes and distribute
Prepare transmittals
Assist PM in reviewing subcontractor invoices, prebills, preparing progress reports, both financially and project‑related
Online delivery of large project files via Newforma system
Assist with QMS items: project folder set‑up, preparation of Project Plans and Project Quality Plans
Communicate with Project Team (Client, subconsultants, etc.), following up with clients
Project Closure:
Assist PM with project closure report and closure activities; coordinate and archive closed projects and files according to procedure
Bid Support:
Assist PMs as needed with creation of bid documents, advertisement, distribution of addenda and project documents to bidders, pre‑bid meeting room set up and record bids
Construction Support:
Receive and process construction RFIs and submittals, work with PM to collect input, edit and issue responses, update status log, and archive documentation; work with PM & IT to set up new projects in Newforma
Set up new projects in Newforma
Closeout Documentation and Archiving:
Request, receive and file closeout documents from contractors to ensure submittal compliance
Organize and assemble project documents for turnover to client at end of project
Prepare and assemble client‑specific final project closeout reports
Coordinate and archive closed projects and files according to procedure
Other Duties Disclaimer
Please note this job posting is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee; duties, responsibilities, and activities may change at any time with or without notice.
Qualifications
Bachelor’s Degree in a related field or relevant experience
5 to 10 years of experience in Project Administration
5+ years of experience working in Engineering or Construction Services
Experience with A/E contract terms
Excellent communication skills and ability to meet deadlines in a dynamic environment with multiple project responsibilities
Self‑motivated, highly organized, positive, and takes pride in work and being an integral part of a committed team
Microsoft Office Professional skills with intermediate proficiency in Word, Excel and PowerPoint
Proficiency with Adobe Acrobat Professional, Bluebeam, Newforma, Microsoft Windows, Explorer, Teams and Zoom
Experience with BST or similar ERP
All new hires will be required to successfully complete and pass a pre‑employment background check in compliance with NIST 800‑171
Moffatt & Nichol uses E‑Verify and employment is contingent upon the legal ability to obtain employment in the U.S. and to present the required documentation at hire
Physical Demands
Sedentary role, however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.
Base Salary Range
$85,000 to $115,000 based on years of experience, level of education obtained, professional registration, and meeting the required qualifications. Base salary range only applicable for candidates who will be hired and working in the Hawaii market.
Benefits
Low‑cost employee healthcare with company‑paid high‑deductible medical, dental, and vision plans (family coverage and low‑deductible options available)
Generous HSA match to help manage healthcare expenses
Wellness Program with financial incentives, including monthly one‑on‑one sessions with nutritionists, access to a Healthwise Pharmacist, mindfulness apps like The Calm and BetterHelp, and more
Employee Assistance Programs for counseling and support
Paid time off (15 to 25 days based on experience level), paid holidays (7) and a floating holiday
401(k) match
Excellent life insurance coverage fully paid by the company
Tuition reimbursement program
Training opportunities, Leadership Development Program, formal mentoring program, active Young Professionals group
Pet insurance
EEO Statement
As a global business, Moffatt & Nichol relies on diversity of culture and thought to deliver on our goal of Creative People, Practical Solutions® serving our client needs, and ensures nondiscrimination in all activities in accordance with Title VII of the Civil Rights Act of 1964. We draw from the world’s best and brightest, regardless of geographic, cultural, or institutional background. This approach enables us to better understand and serve our clients, foster innovation, and create a rich, collaborative work environment. Moffatt & Nichol is proud to be an Equal Employment Opportunity / Federal Contractor desiring priority referrals of all protected veterans for job openings.
Contact
For more information or to request special assistance for persons with disabilities or limited English proficiency, please contact Human Resources at (562) 590-6500 or, for TTY/TDD users, call 711.
#J-18808-Ljbffr
Moffatt & Nichol is actively seeking a Project Administrator to join our Honolulu office. The successful hire will support project managers in executing operational and administrative tasks across project execution, pursuit, setup, and closure, and may participate in bid and construction support.
Responsibilities
General team support:
Document proofreading and editing
Compile, create, revise, format, and edit documents using Microsoft Office; QC check data, tables, formulas, and formats within spreadsheets for accuracy
Organize and support regular technical meetings, assist in note taking
Identify and recognize when assistance would benefit the team; be proactive
Train Project Assistants
Pursuit Support:
Setup opportunity in BST10 Smart Client with assistance from Project Director, Project Manager, and/or Project Administrator
Setup pursuit numbers
Submit contracts for review
Develop draft teaming agreements as directed by PM for legal review
Develop and update project plates for marketing
Writing and updating resumes for specific pursuits
Assist PM in maintaining JV agreements and preparing modifications throughout project or contract
Project Setup:
Setup project number in BST with assistance from PD, PM, PFA, and/or PA
Setup budget worksheets with assistance from PD, PM, PFA, and/or PA
Develop resource plans with assistance from PD, PM, PFA, and/or PA
Maintain on‑call contract sheet, costing sheets with correct rates, track overall contract budget
Setup vendors and subcontractors:
For vendors: obtain fee proposal; assist PM in obtaining new vendors/subcontractor W9s
For subcontractors: obtain certificates of insurance; obtain fee proposal; assist in assembling subcontractor contract and obtain necessary signatures; assist PM in obtaining new vendors/subcontractor W9s
Project execution support:
Organize and set up project meetings
Maintain electronic files (Q drive folders)
Prepare meeting notes and distribute
Prepare transmittals
Assist PM in reviewing subcontractor invoices, prebills, preparing progress reports, both financially and project‑related
Online delivery of large project files via Newforma system
Assist with QMS items: project folder set‑up, preparation of Project Plans and Project Quality Plans
Communicate with Project Team (Client, subconsultants, etc.), following up with clients
Project Closure:
Assist PM with project closure report and closure activities; coordinate and archive closed projects and files according to procedure
Bid Support:
Assist PMs as needed with creation of bid documents, advertisement, distribution of addenda and project documents to bidders, pre‑bid meeting room set up and record bids
Construction Support:
Receive and process construction RFIs and submittals, work with PM to collect input, edit and issue responses, update status log, and archive documentation; work with PM & IT to set up new projects in Newforma
Set up new projects in Newforma
Closeout Documentation and Archiving:
Request, receive and file closeout documents from contractors to ensure submittal compliance
Organize and assemble project documents for turnover to client at end of project
Prepare and assemble client‑specific final project closeout reports
Coordinate and archive closed projects and files according to procedure
Other Duties Disclaimer
Please note this job posting is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee; duties, responsibilities, and activities may change at any time with or without notice.
Qualifications
Bachelor’s Degree in a related field or relevant experience
5 to 10 years of experience in Project Administration
5+ years of experience working in Engineering or Construction Services
Experience with A/E contract terms
Excellent communication skills and ability to meet deadlines in a dynamic environment with multiple project responsibilities
Self‑motivated, highly organized, positive, and takes pride in work and being an integral part of a committed team
Microsoft Office Professional skills with intermediate proficiency in Word, Excel and PowerPoint
Proficiency with Adobe Acrobat Professional, Bluebeam, Newforma, Microsoft Windows, Explorer, Teams and Zoom
Experience with BST or similar ERP
All new hires will be required to successfully complete and pass a pre‑employment background check in compliance with NIST 800‑171
Moffatt & Nichol uses E‑Verify and employment is contingent upon the legal ability to obtain employment in the U.S. and to present the required documentation at hire
Physical Demands
Sedentary role, however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.
Base Salary Range
$85,000 to $115,000 based on years of experience, level of education obtained, professional registration, and meeting the required qualifications. Base salary range only applicable for candidates who will be hired and working in the Hawaii market.
Benefits
Low‑cost employee healthcare with company‑paid high‑deductible medical, dental, and vision plans (family coverage and low‑deductible options available)
Generous HSA match to help manage healthcare expenses
Wellness Program with financial incentives, including monthly one‑on‑one sessions with nutritionists, access to a Healthwise Pharmacist, mindfulness apps like The Calm and BetterHelp, and more
Employee Assistance Programs for counseling and support
Paid time off (15 to 25 days based on experience level), paid holidays (7) and a floating holiday
401(k) match
Excellent life insurance coverage fully paid by the company
Tuition reimbursement program
Training opportunities, Leadership Development Program, formal mentoring program, active Young Professionals group
Pet insurance
EEO Statement
As a global business, Moffatt & Nichol relies on diversity of culture and thought to deliver on our goal of Creative People, Practical Solutions® serving our client needs, and ensures nondiscrimination in all activities in accordance with Title VII of the Civil Rights Act of 1964. We draw from the world’s best and brightest, regardless of geographic, cultural, or institutional background. This approach enables us to better understand and serve our clients, foster innovation, and create a rich, collaborative work environment. Moffatt & Nichol is proud to be an Equal Employment Opportunity / Federal Contractor desiring priority referrals of all protected veterans for job openings.
Contact
For more information or to request special assistance for persons with disabilities or limited English proficiency, please contact Human Resources at (562) 590-6500 or, for TTY/TDD users, call 711.
#J-18808-Ljbffr