Role description: Arcadis is seeking a Project Administration Assistant to support project managers and operations. This role coordinates project setup, contracts, purchase orders, change orders, invoicing, forecasts, procurement records, and project documentation; maintains accurate, audit-ready files; monitors budgets and financial metrics; resolves administrative and financial discrepancies; and provides process support to project teams in coordination with Project Controls and Finance. The role will independently support distinct elements of medium-sized and complex projects, helping deliver work to established schedule, budget, quality, and reporting requirements.
Role accountabilities: As a Project Assistant, the successful candidate will:
- Manage monthly client invoices, confirm compliance with contract terms, prepare supporting billing documents, and coordinate subcontractor billing requirements.
- Set up new projects and maintain forecasts in project management systems.
- Track and analyze project schedules, budgets, forecasts, revenue, profitability, accounts receivable, and other financial information; identify discrepancies and provide accurate, current reports and recommendations to project managers.
- Prepare project reports and spreadsheets with a high level of quality control, including documentation required for large municipal clients.
- Participate in monthly project reviews with project managers and finance managers.
- Resolve project administration and financial issues, including troubleshooting support for complex or at-risk projects, in coordination with project and finance managers.
- Serve as a point of contact for project administration questions, communicate with internal teams and client accounting or finance staff, and identify opportunities to improve processes.
- Provide guidance and mentoring to junior project administration staff, as assigned.
The ideal candidate will have strong communication and relationship-building skills; commercial awareness; excellent organization, time management, analytical, database management, and attention-to-detail capabilities; and the ability to work independently, exercise sound judgment, resolve complex project issues, and meet multiple deadlines. Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook is required, along with advanced proficiency in common project management systems and a proactive approach to process improvement and coordination with internal and client stakeholders.
Qualifications & Experience: Required Qualifications:
- Associate or bachelor's degree in accounting, finance, business administration, or related field/equivalent experience.
Preferred Qualifications: - Previous administrative experience in a fast-paced setting
- Previous exposure to client billing procedures
- Five or more years of relevant experience, including experience supporting large or complex projects.
- Relevant vocational certification, or active progress toward certification.
Arcadis offers benefits for full time and part-time positions. These benefits include medical, dental, and vision, EAP, 401K, STD, LTD, AD&D, life insurance, paid parental leave, reward & recognition program and optional benefits including wellbeing benefits, adoption assistance and tuition reimbursement. We offer nine paid holidays and 15 days PTO that accrue per year. The salary range for this position is $64,800- $97,200.
Actual salaries will vary and are based on several factors, such as experience, education, budget, internal equity, project and location.#LI-SP1
