Project Administrator

Job Description

Job Description

W&A Engineering is seeking a resourceful Project Administrator to be the trusted partner and operational heartbeat of our Athens, GA Survey Department. In this fast-paced role you’ll manage calendars, travel, meetings, and communications; drive the end-to-end proposal, billing, and permitting processes; and keep project schedules, documentation, and compliance on track for multiple teams. Acting as the first point of contact for clients and collaborators, you’ll coordinate resources, summarize scopes and contracts, and champion SOP standardization—all while safeguarding timelines and deliverables. Success calls for outstanding organization, critical-thinking, and customer-service skills; expertise in Microsoft Office (Excel, Outlook, Teams); and a commitment to our core values of being Committed, Accountable, Resourceful, Expanding, and Socially Responsible. If you thrive on turning complexity into seamless execution, we’d love to meet you.

Roles and Responsibilities:

· Provide support to Department Director and members of the department

· Manage calendar and daily scheduling for Department Director

· Monitor emails and voicemails for Department Director and flag and prioritize items as needed

· Coordinate travel and accommodations for Department Director

· Coordinate conference rooms for meetings for Department Director

· Assist Department Director with entering leads, opportunities, and contracts in financial system

· Conduct preliminary research for project proposals

· Participate in proposal process from entering information into the proposal template until the proposal is executed

· Initial point of contact for web leads, phone calls, and emails from existing or potential clients

· Participate in weekly pre-brief meetings with Department Director to address priorities, assigned tasks, and reminders

· Manage licensure, renewals, and continuing education for Department Director

· Manage receipts for Department Director

· Facilitate SOP standardization

· Assist in the billing and collections process

· Coordinate department activities

· Coordinate project management activities, resources, and information

· Act as point of contract and communicate project status to all participants

· Provide support to Project Managers and business leaders when requested

· Maintain project documentation, including plans and reports

· Coordinate and maintain project schedules (alongside Assistant Director of Survey)

· Complete Requests for Proposal (RFP)

· Perform miscellaneous requests for Project Managers

· Summarize proposal scope and contract

· Gather and complete applications

· Ensure that all aspects of a project are organized and in conformance with timeline and deliverables requirements

· EOS participation and coordination, including scribing L-10 meetings for the department

· Plan and manage permitting strategies, including development of permit efficiencies for routine permit attainment

· Communicate with jurisdictional contacts on permit requirements and process

· Oversee preparation of permit application packages that meet the requirements of local governments and jurisdictions, governing agencies, or any other relevant entities

· Inform internal teams about requirements and regulations of government entities and municipalities to assist with compliance with general conditions of approvals at permit and construction stages of the project and to meet project timelines

Valuable Skills for Success in this Role:

· Aligns with company values: Committed, Accountable, Resourceful, Expanding, and Socially Responsible

· Excellent verbal and written communication skills

· Excellent organizational skills, including multitasking, time-management, and attention to detail

· Solid problem-solving and critical thinking skills

· Customer service skills, including an inclination to help and support others to promote customer satisfaction

· Competency in Microsoft Office Suite applications, including Teams, Excel, and Outlook

Benefits Include:

· $18-25 hourly, based on experience

· Paid Holidays and 4 weeks of Paid Time Off

· Generous parental and family leave policies

· Health insurance: medical ($0 employee only plan), dental, and vision

· Life Insurance & Long Term Disability

· Flexible Spending Accounts and various other top tier benefits available

· Retirement Savings Plan (401k) with up to 4% company matching

At W&A Engineering we are Committed to building a more diverse, equitable and inclusive community. These values are at the core of who we are and central to our mission. We will hold ourselves Accountable in creating an environment that celebrates difference; we recognize that our differences are what makes us Resourceful, innovative, and ultimately stronger. We know that to Expand, attract and retain the best talent we must create a workplace where employees can be their authentic selves and know that their contributions are valued. We will strive to always be Socially Responsible and actively work to provide a safe space for respectfulness, equality, and “radical” candor.