JOB ANNOUNCEMENT

We have an immediate opening for a Project Administrator in our Buffalo office. The position supports the daily office operations of our Regulated Building Materials (RBM) Department and helps ensure seamless administrative workflows. This role involves a mix of clerical, organizational, and coordination tasks essential to maintaining efficiency within the firm. This position also provides internal and external support to both the Marketing and Accounting Departments, as needed. Our ideal candidate can handle multiple tasks and deliver the best materials possible to clients and internal team members. They have no issues jumping in and getting their feet wet and learning new tasks as they come up. We need someone familiar with database management and able to assist with up-keep of information input on a regular basis.

QUALIFICATIONS

• Previous office environment experience
• Bachelor’s degree preferred
• Experience using an internal database management program. (Deltek Vantagepoint preferred but will train right candidate.)
• Fully fluent with Microsoft Office programs (including Outlook, Teams, Word, Excel, and PowerPoint)
• Technical writing skills
• Adobe InDesign, Adobe Acrobat, Bluebeam & Photoshop capable
• AE industry experience (preferred)
• Excellent grammatical sense & able to contribute thoughtful edits as needed.
• Able to read and understand Requests for Proposals (RFPs) and Government Forms.
• Eye for detail (data entry, filling out state & agency forms).

• Open new proposal numbers within project management program, Deltek VantagePoint.
• Work with Accounting Department on opening new projects, updating budgets using Excel spreadsheets.
• Prepare draft letter proposals for RBM Department, review/edit, compile, and send out proposals to clients
• Follow-up on open proposals
• Maintain certification files for the team members and update data in Deltek VantagePoint. This includes upkeep on expiration dates and alerting team members when an upcoming certification is expiring.
• Work with RBM Department and Insurance Agent on contract reviews, and request project specific certificates of insurance.
• Provide support to Marketing Department as needed for qualification packages for the RBM team.
• Additional duties as assigned by group.