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Project Administrator | York, PA | Full Time

Buchart Horn Architects is seeking an experienced and detail oriented Project Administrator to provide financial, project, and administrative support to BHA leadership and Project Managers.

The Project Administrator is primarily responsible for project financial administration, reporting, budgeting, invoicing, and compliance. The position also supports project setup, contracts, bidding, client coordination, meeting documentation, Federal Market Sector reporting, and other BHA activities.

The Project Administrator works closely with Project Managers, BHA leadership, Accounting Services, Business Development, and corporate support departments to maintain accurate project information, support budget controls, and contribute to the successful administration of BHA projects.

What You Will Do

Project Financial Administration

• Prepare monthly prebills and invoices for assigned projects
• Work with Project Managers to enter fixed fee percentages, percent complete information, and project budget changes needed for monthly revenue recognition
• Generate project financial reports in coordination with BHA leadership, including project variance, accounts receivable, and work in progress
• Provide Project Managers with timely and accurate financial information to help monitor project performance and maintain budget controls
• Respond to project financial inquiries and coordinate information with BHA leadership, senior staff, and Corporate Accounting
• Prepare monthly revenue projections using information provided by project leadership and submit required reports to Corporate
• Work with Project Managers to forecast future project costs, adjust budgets, and identify potential financial risks
• Ensure project accounting practices comply with company policies, client requirements, and applicable regulatory standards
• Prepare for and assist with internal and external audits related to project finances

Project Setup and Administration

• Coordinate project setup and encoding within BST, Newforma, and other company systems
• Verify that project information, billing terms, budgets, client contacts, consultant information, and contract requirements are accurately entered and maintained
• Maintain organized project, financial, contractual, and administrative records
• Prepare meeting agendas, meeting reports, action item lists, and related project correspondence
• Distribute meeting documentation and assist Project Managers with tracking outstanding action items
• Provide Project Managers and BHA leadership with general administrative support throughout the life of a project

Contracts and Agreements

• Prepare and edit AIA agreements, consultant agreements, amendments, and other contract documents under the direction of BHA leadership and Project Managers
• Incorporate approved scope, fee, schedule, insurance, and other project requirements into contract documents
• Coordinate contract review, execution, distribution, and recordkeeping
• Maintain current contract templates and track the status of agreements and amendments

Project Bidding

• Coordinate administrative requirements associated with public and private project bidding
• Assist with bid advertisements, distribution of bidding documents, bidder communications, addenda, prebid meetings, bid openings, and post bid documentation
• Maintain bidder and plan holder information
• Coordinate bidding activities with Project Managers, consultants, owners, contractors, and document distribution services
• Confirm that required bidding records and documentation are complete and properly maintained

Client and Team Coordination

• Serve as an administrative contact for clients, consultants, contractors, and internal project team members
• Coordinate meetings, schedules, document distribution, and routine project communications
• Respond to administrative questions and direct technical or contractual questions to the appropriate Project Manager or BHA leader
• Support consistent and professional communication with clients throughout the project

Market Sector and BHA Support

• Assist Market Sector Leaders with recurring reports, project information, sales tracking, backlog information, forecasts, and other required documentation
• Coordinate information from Project Managers and corporate departments for market sector reporting
• Maintain organized records of market opportunities, contracts, qualifications, and reporting requirements
• Provide general administrative support to BHA leadership and other members of the company
• Support company meetings, planning activities, and special initiatives

Sales and Proposal Support

As company needs require, this position may also:

• Coordinate proposal schedules, submission requirements, forms, resumes, project descriptions, and team information
• Assist with sales tracking, client follow up activities, and business development reporting
• Maintain marketing and qualifications information for BHA
• Assist with conference registration, exhibit coordination, presentation materials, and conference attendance
• Perform other related responsibilities as assigned

What We Are Looking For

• Bachelor’s degree or an equivalent combination of education, experience, and training
• Minimum of 10 years of experience in an architecture or engineering firm environment preferred
• Strong knowledge of project accounting practices, invoicing, budgeting, and financial reporting
• Proficiency with BST, Newforma, Microsoft Excel, and client specific software
• Experience with AIA Contract Documents, consultant agreements, and project bidding procedures preferred
• Familiarity with DBE compliance and monitoring procedures
• Excellent organizational, analytical, and problem-solving skills
• Strong attention to detail and the ability to review, identify, and correct financial, contractual, and project information
• Ability to manage multiple projects and priorities while meeting established deadlines
• Effective written and verbal communication skills
• Ability to communicate professionally with clients, consultants, contractors, Project Managers, Accounting, and company leadership
• Ability to work independently while contributing effectively as part of a team
• Ability to handle financial, contractual, personnel, and client information with appropriate confidentiality