Project Administrator - Clifton Park, NY

Schnabel is an employee-owned, professional engineering and consulting firm that focuses on solving problems related to the earth and environment through specialization in dam safety, geotechnical, and tunnel engineering.  Schnabel’s high standards for quality, business ethics, and concern for the communities in which we live are a vital part of who we are. Schnabel is an ENR Top 500 Design Firm with 700+ employees in 31 offices throughout the United States.

Recognized by CE News as one of the Best Engineering Firms to Work for, Schnabel provides employees with a competitive benefits package including maternity leave, tuition reimbursement for continuing education, health, dental, life and disability insurance and a wellness program. As an employee-owned company, through the Employee Stock Ownership Plan, Schnabel employees directly benefit from the success of our growing firm.

Benefit options include:

• Employee stock ownership plan (ESOP)
• Medical insurance
• Dental insurance
• Flexible spending accounts
• Employee life & ADD insurance (100% company-paid)
• Short-term disability (100% company-paid)
• Long-term disability
• Supplemental life insurance
• 401(k) and profit-sharing plan
• Bonus program
• Paid time off
• 9 Paid Holidays
• Wellness program
• Professional development and tuition reimbursement

Job Description:

Our Albany-area office located in Clifton Park, NY is seeking an organized and motivated Project Administrator to support our growing practice in New York and the Northeast region.  The role is ideal for someone who enjoys delivering excellent client service, contributing to a strong team culture, and helping projects and an office run efficiently. 

In this role, you will work closely with the Branch Leader and Project Managers to support project delivery through the full project life cycle and oversee office operations.  Efforts will range from business development and marketing to project administration and quality control, while also facilitating the daily operations of the office.  A key responsibility is to ensure the quality and consistency of project deliverables by coordinating reviews and performing final quality checks, including proofreading, formatting, and editing of technical documents.

In addition to core project administration responsibilities, provide ad hoc office and front‑desk support, including professionally greeting and assisting internal and external visitors.

This position offers the opportunity to support both project and office success, while also participating in our employee-ownership culture and its shared values.

All applicants are requested to provide a cover letter to be considered.

Position Responsibilities:

This position focuses on supporting Project Managers and other office staff by implementing processes that improve project delivery and overall efficiency and the day-to-day function of the office. 

• Create and review various technical documents, including letters, meeting minutes, presentations, memoranda, and reports.  This involves editing, formatting, assembly, and document delivery.
• Assist with Marketing and Business Development efforts, such as reviewing project opportunities, developing proposals, and providing outreach at local events.
• Collaborate with Project Engineers and Managers to initiate projects, prepare budgets, organize schedules, and develop work breakdown structures.
• Monitor project lifecycle by reviewing budgets, financial forecasts, and other business reports.  Track revenue and customer billing, and coordinate between accounting and project staff to ensure that project charges are accurate.
• Assist with client and subcontractor coordination by reviewing contracts and processing invoices, check requests, and certificates of insurance.
• Handle digital and hard-copy filing, document management, and record keeping.
• Coordinate special invoicing requirements between client and accounting staff.
• Maintain our database of client contacts and project details.
• Manage and procure office supplies and equipment, and coordinate maintenance while ensuring office mail and shipments/deliveries
• Manage internal training records and office asset tracking (including computers).
• Assist in ensuring security access to the office.
• Provide occasional remote administrative support for other Schnabel offices.
• Perform other ad hoc duties, as needed, to support branch operations.

People and Culture

• Contribute to fostering a vibrant and positive workplace culture by supporting the day-to-day operations of the office.
• Organize training sessions and plan office social events. 
• Oversee the onboarding process for new employees, including orientation, employment paperwork, training on office standards, and providing necessary resources.
• Support recruiting activities by scheduling interviews and assist in coordinating job fairs.
• Assist in travel planning for industry conferences and meetings.

Required Skills and Qualifications:

• Associate or Bachelor's Degree.
• 5+ years of project administration, office management, or comparable experience.
• A strong work ethic, a positive attitude, and a desire to perform professionally with a team at a high level.
• Strong computer skills including Microsoft Office (Word, Excel, Outlook, PowerPoint), and Adobe Acrobat or Bluebeam Revu.
• Excellent interpersonal and written communication skills.
• Excellent proofreading skills, with a strong technical command of the English language and grammar proficiency.
• Attention to detail and strong organizational skills.
• Demonstrated ability to work well under pressure and prioritize and manage multiple projects in a fast-paced environment.
• Desire and ability to learn the civil engineering business and fully understand how various tasks satisfy business needs.
• Ability to build relationships across the organization to be more effective in the role.
• Notary commission, or the ability to obtain within one month of hire.

Preferred Skills/Experience:

• Experience with project management, construction management, or other knowledge of engineering/technical work.
• Understanding of project workflow from initial setup to completion within a professional services environment.
• Experience managing contracts with office supply vendors.
• Experience with Microsoft SharePoint and Microsoft Teams.
• Knowledge of contract types and related accounting requirements in a government contracting environment.
• Knowledge of project invoices and billing.
• Experience using FedEx shipping portal.

Other Requirements:

• A valid driver’s license is required as driving is an essential function of this position.
• Ability to lift 30 pounds and be able to move office equipment and handle deliveries.
• Ability to pass a background check which may include criminal history, motor vehicle record, and credit check.
• Ability to pass a pre-employment drug screening.

All applicants are requested to provide a cover letter to be considered.

The compensation range for this position is between $65,000 to $85,000. Compensation for this position may vary based on geographic location and other factors. We remain committed to providing competitive and equitable compensation to all employees, regardless of their location.