Project Administrator

Description

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

Requirements

Position Summary

We are seeking a meticulous and proactive Project Administrator with 3 years of experience to join our team, supporting the successful execution of public heavy civil projects such as highways, bridges, and water infrastructure systems. This role involves reporting to the Chief Administrative Officer and daily coordination with Enovate’s project managers, accounting team and other project staff. The ideal candidate will bring experience, strong organizational skills, attention to detail, and the ability to manage a high volume of administrative tasks in a fast-paced environment. This is not an entry level role, as the role will include assisting the CAO in establishing, workflows, processes and programs as we grow.

Key Responsibilities

Administrative Controls:

• Preparation and coordination of documentation for project startup, subconsultant contract packages, and other required project documentation with clients and subconsultants.
• Ensure accurate employee and subconsultant time records, verifying hours against project requirements.
• Create, distribute, and archive project documentation such as purchase orders, transmittals, and submittals.
• Support the development of project manuals, templates, and standardized processes for efficient project administrative workflows.
• Compliance with any applicable federal, state or local regulations, and any company policies and protocols.
  
  

Document Control & Reporting

• Organize and maintain comprehensive project files, ensuring all documentation is current and complies with company standards.
• Maintain an up-to-date compliance checklist and support internal audits
  
  

Financial Administration

• Review invoices, ensuring accuracy and alignment with project budgets.
• Track project budgets expenses, generate financial project reports, and assist with budget reconciliations.
• Track project-related payments, including processing of payments for subconsultants and compliance with subconsultant documentation
• Maintain logs of change orders, payment requests, and other financial records for audit readiness.
  
  

Minimum Qualifications

• Bachelor’s degree in business administration, project management, construction or a related field (preferred) OR equivalent work experience.
• 3 years of industry working experience in administrative roles within engineering, construction, or public infrastructure projects.
• Familiarity with document management and compliance practices in the heavy civil or public infrastructure sector.
• Advanced knowledge of Microsoft Office Suite (Excel, Word, Outlook)
• Ability to pass a TWIC and/or SWAC background check
• Authorized to work in the US
• Ability to stand, walk, sit, bend, twist, and lift up to 20lbs.
  
  

Desired Skills

• Experience with public agencies and public procurement regulations and reporting (e.g., FAR, NY/NJ state DOT requirements).
• Knowledge of engineering and construction terminology.
  
  

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.

Salary Description

$60,000 - $80,000