Project Administrator

Arcadis is the world's leading company delivering sustainable design, engineering, and consultancy solutions for natural and built assets.

We are more than 34,000 people, in over 30 countries, dedicated to improving quality of life. Everyone has an important role to play. With the power of many curious minds, together we can solve the world’s most complex challenges and deliver more impact together.

Role description: Arcadis is seeking a Project Administration Assistant to support project managers and operations. This role coordinates project setup, contracts, purchase orders, change orders, invoicing, forecasts, procurement records, and project documentation; maintains accurate, audit-ready files; monitors budgets and financial metrics; resolves administrative and financial discrepancies; and provides process support to project teams in coordination with Project Controls and Finance. The role will independently support distinct elements of medium-sized and complex projects, helping deliver work to established schedule, budget, quality, and reporting requirements. Role accountabilities: As a Project Assistant, the successful candidate will: 

• Manage monthly client invoices, confirm compliance with contract terms, prepare supporting billing documents, and coordinate subcontractor billing requirements.
• Set up new projects and maintain forecasts in project management systems.
• Track and analyze project schedules, budgets, forecasts, revenue, profitability, accounts receivable, and other financial information; identify discrepancies and provide accurate, current reports and recommendations to project managers.
• Prepare project reports and spreadsheets with a high level of quality control, including documentation required for large municipal clients.
• Participate in monthly project reviews with project managers and finance managers.
• Resolve project administration and financial issues, including troubleshooting support for complex or at-risk projects, in coordination with project and finance managers.
• Serve as a point of contact for project administration questions, communicate with internal teams and client accounting or finance staff, and identify opportunities to improve processes.
• Provide guidance and mentoring to junior project administration staff, as assigned.

The ideal candidate will have strong communication and relationship-building skills; commercial awareness; excellent organization, time management, analytical, database management, and attention-to-detail capabilities; and the ability to work independently, exercise sound judgment, resolve complex project issues, and meet multiple deadlines. Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook is required, along with advanced proficiency in common project management systems and a proactive approach to process improvement and coordination with internal and client stakeholders. Required Qualifications: