Project Administrator

Project Admin

At Salas O’Brien we tell our clients that we’re engineered for impact. This passion for making a difference applies just as much to our team as it does to our projects. That’s why we’re committed to living our values every day: inspiring, achieving, and connecting as shared owners of our success with a focus on a sustainable future.

Building for the long-term means that all of our team members can expect to work on amazing projects with a people-first approach to problem solving. It also means that each member of our team has truly limitless potential to build a unique, meaningful, and high-impact career—and they’ll receive great total rewards along the way.

About Us:

Founded in 1975, Salas O’Brien is an employee-owned engineering and professional services firm focused on achieving impact for our clients, our team, and the world. We know that tomorrow’s requirements are today’s opportunities, and we are here to design lasting solutions for pressing challenges.

We work across a variety of industries providing integrated engineering and consulting services. Our specialized experience includes design for data centers, healthcare, science and technology, high-rise buildings, clean energy, education, and other building types as well as structural and building sciences, infrastructure asset management, advanced robotics, and more.

Our technical expertise is paired with an exceptional team of business development, human resources, finance and accounting, information technology, and marketing professionals, all of whom play a key role in bringing our commitments to life every day.

Job Summary:

The Project Admin will provide general project setup, planning, scheduling, cost billings, reporting, and monitoring for engineering project programs.

The local office for this position is in New York, NY in the heart of Times Square with approximately 100 employees. We serve a variety of markets and employ engineers in the civil, mechanical, electrical, plumbing, industrial, and fire protection disciplines.

Duties and Responsibilities:

• Enter and maintain accurate project and job data into Deltek Vantagepoint.
• Set up and organize project job folders in accordance with document control standards.
• Request required documentation from clients and upload received materials to appropriate systems.
• Input data from applications for payment into standardized spreadsheet templates
• Prepare, assemble, and distribute client invoice packages.
• Support MWBE outreach, maintain bid logs, and prepare compliance documentation.
• Prepare, proofread, file, and maintain correspondence, forms, spreadsheets, reports, and other project documents.
• Managing and tracking project records in accordance with document control procedures.
• Verify accuracy and completeness of subcontractor billing, including project roll, mathematical accuracy, and completeness of support (e.g. lien waivers, insurance, etc.).
• Review and approve employee timesheets for accuracy and compliance.
• Review Unposted Labor reports and request transfer of time.
• Meet with project leadership during the monthly draft invoice review period and update the format and percentage complete.
• Review reimbursable and direct expenses billed to projects.
• Assist with maintaining project budget and analyzing project costs vs. project revenue and billings.
• Set up new projects, maintain updated project information, and review and link contracts to projects in Deltek Vantagepoint.
• Coordinate Client Certificates of Insurance for projects.
• Review accounts receivable aging reporting with project leadership for all invoices over 60 days.
• Document collection attempts and assign responsibilities for contacting the client on monthly basis.
• Research payment discrepancies and stay informed of accounts receivable issues.
• Review consultant invoices for project leader approval and enter them in Deltek VantagePoint with the appropriate GL code.
• Review subconsultant contracts and complete fee allocation in Deltek VantagePoint.
• Provide consultants and Project Leadership with timely updates regarding consultant payment status and other consultant fee inquiries.
• Monitor and file Consultant Certificates of Insurance for projects.
• Additional duties as assigned.

Qualifications and Experience:

• Associates of Arts (AA) Degree in Business, Finance or other similar business trade or equivalent combination of education and experience
• Highly proficient in MS Office applications, Adobe Acrobat, and email platforms
• Experience with Deltek VP or Viewpoint is a plus
• Familiarity with billing portals and ERPs such as Salesforce

Work Authorization/Security Clearance

• Must be a US Citizen or Legal Permanent Resident

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Regularly spends long hours sitting and using office equipment and computers.
• Regularly move from sitting to standing positions effortlessly.
• Regularly work on repetitive tasks.

Location: New York, NY (Times Square Office)

Compensation:

The expected base salary range for this role is $65,000-$75,000 per year. Actual compensation will be determined based on a number of factors including skills, experience, and qualifications.

This role is also eligible for performance-based bonuses and a comprehensive U.S. based benefits package, including:

• Medical, dental, and vision insurance
• 401(k) with company match
• Paid time off and company holidays
• Wellness programs and employee assistance resources
• Professional development support

For more information, visit our full benefits overview here.

Equal Opportunity Employment Statement

Salas O’Brien provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state/provincial, or local laws. Salas O’Brien will accommodate the disability-related needs of applicants as required by law.