Senior Project Controls or Project Coordinator

Find your path and enjoy the journey at Haley & Aldrich. With us, you’ll tackle clients’ most meaningful challenges in the built and natural environments – and, in turn, build stronger communities. You’ll work with teams of passionate colleagues, driven by a commitment to technical excellence and continuous learning. 

As a company, we aim to build a world where communities go beyond resilience, embracing change as an opportunity to enhance safety, well-being, and quality of life. Join us to accelerate this vision and your professional development. 

We are looking to add new talent to our growing team! We are currently seeking a Senior Project Controls or Project Coordinator to work in an advanced project administration support role to complex projects with highly skilled professionals on diverse project teams. This is an excellent opportunity to join a dynamic group and company and get involved in projects with a diversity of challenges. This is a full-time position located in our Holicong, PA office.

The ideal candidate should have a minimum of 5 years of experience in project administration support in cost accounting, preparation of presentations, property management, land use agreements (e.g., access agreements, deed restrictions), environmental/land use consulting, schedule preparation, and advanced capabilities in preparation of presentations and graphics linked to Excel tables.   Part of your responsibilities will entail compiling and preparing monthly invoice deliverables, tracking costs for government cost reimbursements, preparing cost projections and taking part in preparing monthly progress/cost submission reports in collaboration with the technical team for two Superfund remediation sites.  The successful candidate will also be responsible as part of team for site operations functions including responsibility for administrating the security system, IT coordination, utilities, and managing facilities contractors.

DUTIES/RESPONSIBILITIES
In this position, you will:

• Manage invoice processing, subcontractor invoice reviews and tracking project expenses
• Perform bookkeeping and cost-accounting tasks following SOPs for consistency with contract and legal document requirements.  High attention to detail required.
• Prepare presentations of summaries of project costs and cost projections, with integrated use of MS Office programs 
• Coordinate and support negotiation and detailed tracking of property access agreements, communications with landowners and field teams, and deed notices
• Prepare and coordinate preparation of figures and graphics with internal and external sources of support.
• Produce, assemble, and secure large PDF documents using Adobe Acrobat DC Pro, including converting, combining, and form creation.
• Prepare and distribute project documentation (status reports, meeting materials), including postings to SharePoint sites and Autodesk
• Deliver reports to clients and agency personnel
• Plan, multi-task, and manage multiple concurrent project activities with strong attention to detail and organization
• Proficiently edit, proofread, and review technical and regulatory-related documents (e.g., permits) to ensure they meet corporate quality standards and support the needs of the Senior Principal.
• Maintain project files and archiving system
• Remain flexible and respond proactively to shifting priorities and tight deadlines
• Schedules and attends meetings taking notes and recording minutes.
• Coordinates and schedules of travel, meetings, and appointments for project personnel, as requested
• Perform research assignments on technical topics, sustainability, environmental, and regulatory topics per the direction of the Senior Principal.
• Facilitate communication among team members, stakeholders and external partners. Foster professional relationships, act as a team player, and contribute to a positive and inclusive work environment.
• Contribute ideas for process improvement and administrative best practices.

SKILLS/EXPERIENCE
Minimum Skills and Requirements:

• 5 years’ experience in project administration, including invoicing, budget tracking (advanced Excel), graphic illustrations of cost and budget summaries, and scheduling.
• Bachelor’s degree or higher in business administration, accounting or related field required
• Advanced skills in MS Office 365 programs
• Proficiency with environmental regulatory programs, especially permitting
• Experience in real estate, property and facilities management
• Editing and document production, preferably within engineering or consulting.
• Excellent written and verbal communication skills
• Proficiency in Adobe Acrobat DC Pro for document management, editing, and form creation
• Excellent organizational and time management skills - ability to prioritize tasks across multiple simultaneous assignments and handle peak volume independently
• Strong interpersonal skills and professionalism—collaborative approach with positive, team-oriented attitude
• Experience with negotiating and maintaining access agreements for real property a plus
• Advanced coursework in MS Office highly preferred
• Environmental Science and Regulations, Sustainability, Real Estate Practice, Land Use Planning, Paralegal and/or Project Management Coursework a plus

About Haley & Aldrich

Haley & Aldrich is committed to solving our clients’ most meaningful challenges in the built and natural environments. Our team of 1,000 engineers and scientists across the United States draws inspiration from one mission: to work closely with clients as they navigate change to create safer, more robust places to live and work. Since our founding in 1957, organizations across the public and private sectors have relied on us for technical excellence and empathetic leadership that achieve results and secure a thriving tomorrow. Find us at haleyaldrich.com and LinkedIn.

Haley & Aldrich is an equal opportunity employer. All qualified applications will receive consideration for employment without regard to gender, race, age, disability, veteran, or any other legally protected status. We offer excellent career growth, a highly competitive total compensation plan, and a solid benefits package. Interested candidates should apply on our Careers page.

Note to external search firms: Haley & Aldrich does not accept unsolicited resumes and will not be obligated to pay a placement fee for unsolicited resumes. Please do not send resumes to Haley & Aldrich employees. Please work through a Talent Acquisition Manager.

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