Project Coordinator and Office Administrator

Burlington, MA

Position Summary:

Under the supervision of the Project Manager as well as guidance of the Manager, Executive and Business Operations, the Project Coordinator and Office Administrator will be responsible for (i) assisting project teams with coordination of resources and information to help ensure projects are completed on time and within budget, (ii) providing coordination and support of technical staff involvement in Business and Proposal Development activities in order to continuously build the opportunities pipeline and generate new business, (iii) providing coordination between the technical operations and business operations teams and (iv) providing office administration support as needed.

Principal Duties & Responsibilities:

Office ADMINISTRATION and Business Operations Coordination

  • Track staff certifications and licenses, and partner with team members to ensure timely renewal and, as needed, reciprocity certification and licensing in states served by PEER.

  • Act as the bridge between the technical operations and business operations:

o   Human Resources:  work with the HR department, project managers and hiring managers in recruiting, hiring, and onboarding new staff.  Ensure that new (and existing) employees are provided with adequate Personal Protective Equipment (PPE).

o   Accounts Payable:  provide QA/QC review of expense reports prior to supervisor approval to ensure that expenses are assigned to the correct codes, all receipts are attached, and totals are correct, and report any issues to the person submitting the report and the supervisor for correction.

o   Payroll:  work with staff to ensure that timesheets are completed the day following the end of pay period, review timesheets to ensure that hours are assigned to the correct codes and policies are followed and report any issues to the person submitting the timesheet and the supervisor for correction.

o   Information Technology:  work with the IT Manager to coordinate the provision of equipment, software, and support needed to successfully fulfil the needs of clients.

o   Office Facilities:  Manage procurement and maintenance of office supplies/inventory, facilities, vendors, and staff support systems as necessary, provide reception, filing, meeting scheduling, calendar coordination and other office management services as needed.

o   Provide support for travel and logistics.

Project Management Coordination and Support

·          Collaborate with Project Managers and Business Operations to provide all appropriate documents to client to initiate new projects and maintain ongoing projects (i.e., Contracts, Task Orders, MBE forms, Certificates of Insurance, etc.)

·          In collaboration with the Project manager and based on executed contract, prepare and submit the project initiation form with an appropriate charge code structure for execution and invoicing, create the project number and create the project file per the PEER standards.

·          Perform various billable project tasks as directed by the Project Manager.

·          Engage with clients on specific coordination tasks (e.g., meeting logistics, document transmission) as approved by the Project Manager.

·          Assist with project budget breakdown and tracking.

·          If monthly status updates for submission to the client are required, partner with project managers to provide these along with the invoice.

·          Provide QA/QC review on draft invoices for consistency with contract requirements and to verify that all ODCs are included and inform the project manager of any issues.

·          As requested, proof and format technical documents and staff work products.

·          As requested, provide QA/QC review of contract deliverables (e.g. draft document, check for typos etc.).

·          Coordinate with Project Managers to properly close out projects and update Vision per the PEER standard.

·          Offer ideas and design/implement procedures to improve the Project Management process.

Business Development and Proposal Support

  • Assist with business development by doing research, gathering required documents, proofreading standardized qualification packages, and tailoring them for proposals where PEER is requested as a subcontractor. Ensure the package is formatted for the capture or project manager to send.

  • On a regular basis and with guidance from Project Managers, gather information on opportunities from opportunities websites and other sources identified by staff.

  • For opportunities that we decide to pursue, in coordination with the team, create P numbers and corresponding proposal folders on SharePoint.

  • As requested, provide QA/QC review of draft version of proposal documents.  Ensure that all required forms, attachments, and certifications are properly executed and included.

  • As requested, assist with online submission of proposals, or prepare paper copies, mailing labels, CDs or thumb drives, etc. per the requirements in the solicitation and coordinate delivery of proposals.

  • In coordination with the appropriate team, support the preparation and use of resumes, project descriptions and tailored marketing materials.

  • Help plan and execute participation in conferences and expos.

Knowledge, Education, & Experience:

  • Associate degree in a related field with 6 - 8 years of experience coordinating projects, preferably in an environmental, engineering, architecture, or construction firm or Bachelor’s degree in a related field with 2 - 4 years of experience coordinating projects, preferably in an environmental, engineering, architecture, or construction firm.

  • Demonstrated analytical, problem solving, and decision-making skills.

  • Detail oriented and a self-starter.

  • Strong communication skills (verbal, written and presentation) and excellent relationship management skills.

  • Strong organizational skills with the ability to multitask and work with tight deadlines.

  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and SharePoint and Project Management tools.

Working Conditions: 

(Typical working conditions associated with this type of work and environmental hazards, if any, that may be encountered in performing the duties of this position.)

Work is normally performed in climate-controlled office environment.  Noise level is moderate and includes sounds and normal office equipment (computers, telephones, etc.).  No known environmental hazards are encountered in normal performance of internal job duties.

Physical Demands: 

(The physical effort generally associated with this position.)

Office work involves standing and walking for brief periods, but most office duties may be performed from a seated position.

Benefits:

We offer competitive salaries and an excellent employee benefits package, including comprehensive health benefits, insurance, and participation in a 401(k) retirement plan.