Technical Project Coordinator in Rhinebeck, New York at Weston & Sampson Engineers Inc

Weston & Sampson is currently seeking a Technical Project Coordinator with 5 years of experience minimum to work with our A&E Design Team in our Rhinebeck office Part time to start. The position demands the ability to work on multiple projects/deadlines under pressure and work with a range of staff simultaneously. We are seeking a confident, self-motivated and resourceful professional with a “can-do” attitude and a keen sense of judgment and humor.

What you’ll do:

• Collaborate with project managers and executive staff in the preparation of letters, reports and materials for client deliverables.
• Organize, edit, and reproduce required submissions, narrative proposals, fee/scope proposals, and qualification statements.
• Assistance with the execution of contracts as required, this includes requesting insurances, bonds, and getting appropriate signatures.
• Complete excel spreadsheets and tables that will assist in project monitoring.
• Monitor and respond to emails and phone messages with internal staff and external clients.
• Maintain filing system as needed.
• General office operations and upkeep including but not limited to:
  • Keeping the office neat and orderly and coordinate office functions
  • Keeping office supplies stocked
  • Communicate with building management to take care of repairs
• Review contracts for the financial related terms and conditions, ensure that they are clearly and accurately represented on the Project Opening documentation. Inform Project Managers of any discrepancies,
• Communicate with Project Managers on project financial tracking and billing,
• Maintain electronic filing and archiving of project specific documents, including project opening forms, contracts, proposals and budget changes,
• Ensure that appropriate approvals are obtained in accordance with company policies,
• Support and assist Project Managers
• Perform additional assignments, as directed by the Administrative Manager and Supervisors
• Report problems to the Administrative Manager or direct supervisor as necessary.
  
  

What you will bring:

• Previous administrative support experience preferred.
• Strong written & verbal communication skills, leadership mindset and organizational skills.
• Ability to work in a collaborative team environment across multiple technical teams and regions.
• Computer proficiency including general office applications (Microsoft Office Suite) and advanced applications (Adobe Acrobat)
• Knowledge of Deltek/Vantagepoint Software or other accounting platforms is a plus.*
• Ability to work well with others under deadline situations and respond to changes in priorities in a fast-paced environment.
• Thorough knowledge of standard contract terms
• Ability to work independently, take initiative, set priorities and see projects through to completion.
• Problem-solving and analytical skills
• Valid Driver's License with reliable transportation
• Degree in Accounting or Business preferred.

Hourly Range: $30.00-$42.00 an hour