Project Administrator at Enovate Consulting LLC – Berkeley Heights, New Jersey

Who We Are

Enovate is a well-established, certified WBE/DBE engineering firm specializing in Construction Management, Transportation Engineering, and Monitoring services. Trusted by some of the industry’s most prominent CM and Engineering firms, we’ve contributed to high-profile projects across both the public and private sectors.

We’re proud to be recognized for our workplace culture and commitment to fostering an inclusive environment. Enovate has been honored with a Great Places to Work certification, named to the FORTUNE Best Places to Work in NY and Best Small Workplaces lists, and received the ACEC NY Pioneer of Belonging Award for championing Diversity, Equity, Inclusion, and Belonging.

With a diverse team of Professional Engineers, Construction Managers, and Technicians, we continue to lead with innovation, delivering solutions that shape the future of infrastructure and construction. As we grow to meet the increasing demand for our services, this is your opportunity to join a forward-thinking, award-winning team in a traditional industry that’s evolving through technology and new ideas.

Learn more at www.enovateengineering.com

Position Summary

We are seeking a detail-oriented and proactive Project Administrator with 2+ years of experience to support the successful execution of projects across our Transportation Engineering and Geotechnical Monitoring business units. This role will contribute to a range of public and private infrastructure projects, including highways, bridges, and monitoring programs for construction and subsurface conditions.

This position reports to the Chief Administrative Officer and provides day-to-day support to the Vice Presidents, project managers, and field staff across both the Transportation Engineering and Geotechnical Monitoring business units. This position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced, deadline-driven environment.

This role is critical in supporting project coordination, document control, and financial administration, ensuring compliance with project requirements while enabling technical teams to focus on project delivery.

Key Responsibilities

Administrative Controls:

• Preparation and coordination of documentation for project startup, subconsultant contract packages, and other required project documentation with clients and subconsultants.
• Support contract execution by coordinating with legal, project managers, clients and subconsultants to track agreements, compile required documentation, and ensure timely routing and execution.
• Ensure accurate employee and subconsultant time records by verifying hours against project requirements.
• Create, distribute, and maintain project documentation, including purchase orders, transmittals, and submittals.
• Support the development of project manuals, templates, and standardized administrative processes.
• Track project milestones, deadlines, change orders, and submittals to support overall project execution.

Document Control & Reporting:

• Assist with reporting tasks for the monitoring services group, such preparing, formatting and distributing engineering reports, monitoring summaries, and submittals.
• Organize and maintain comprehensive project files, ensuring all documentation is current and complies with company standards.
• Maintain version control and audit ready documentation systems
• Track all certifications, certificates of insurance, HAS, etc. for projects

Financial Administration:

• Support review invoices, ensuring accuracy and alignment with project budgets.
• Track project expenses and budgets, and assist with financial reporting and reconciliations.
• Coordinate subconsultant payments and ensure compliance with contractual and documentation requirements.
• Maintain logs of change orders, payment requests, and other financial records for audit readiness.

Geotechnical Monitoring Support:

• Assist in the preparation and compilation of daily, weekly, and event-based monitoring reports.
• Maintain organized records of monitoring data, instrumentation logs, and calibration documentation.
• Support project teams in tracking threshold exceedances and ensuring proper documentation and escalation of alerts.

Minimum Qualifications

• Associate’s or Bachelor’s degree in business administration, project management, construction or a related field (preferred) OR equivalent work experience.
• 2+ years of working experience in project administration, coordination, or AEC industry support
• Familiarity with document management and compliance practices.
• Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook)
• Ability to pass a TWIC and/or SWAC background check, or similar background checks
• Authorized to work in the US
• Ability to sit, stand, walk, bend, kneel, twist, and lift up to 25lbs

Preferred Qualifications

• Familiarity with document management systems and compliance practices within the heavy civil or public infrastructure sector.
• Experience supporting projects for public agencies, including compliance with reporting and regulatory requirements (e.g., FAR, NY/NJ DOT).
• Working knowledge of AEC terminology, documentation, and project workflows.

Key Skills & Competencies

• Strong written communication skills and cross-functional coordination skills
• Excellent verbal communication
• High attention to detail and accuracy
• Proficient in reviewing and interpreting project documents
• Ability to manage multiple projects and deadlines simultaneously
• Basic understanding of project financials and budgeting

Even if you don't feel that you meet every single requirement, we still encourage you to apply. We're eager to meet people that believe in Enovate's mission and can contribute to our team in a variety of ways - not just candidates who check all the boxes. We want people to feel comfortable expressing their true selves and to come, stay, and do their best work here.

Work Environment

Hybrid Role: 8-hour day with 3 office days depending on the needs of the company. Potential travel to project sites. Collaboration with multidisciplinary engineering teams and field personnel

Pay/Benefits

Salary/Hourly Pay Range: $65,000 - $85,000, depending on experience

The listed salary range represents our good faith estimate for this position and represents the range for new hire salaries across all U.S locations. Please note that the salary information is a general guideline only. Enovate considers factors such as (but not limited to) scope and responsibilities of the position, candidate’s education & work experience, training & certifications, and key skills as well as market and business considerations at the time of the offer.

Enovate has great benefits. We provide medical, dental and vision on the first day of your employment. Life insurance, 401(k) matching plan, volunteer time off, wellness programs and many other optional programs are offered as well.

Enovate is proud to be an equal opportunity employer. We provide equal opportunities to applicants and teammates regardless of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or any other characteristic protected by law.

Enovate is a federal contractor with a desire for priority referrals of protected veterans.

Please apply through this job board or email Caitlin Nazaire with your resume at recruiting@enovateengineering.com