Project Administrator

Position Summary **This position is eligible for a partial telework schedule, with a combination of on-site and remote work based on job responsibilities and operational needs.**

Supports the capital construction program project management activities by coordinating schedules, maintaining project documentation, and assisting with administrative and operational tasks for the capital project team. Prepares status reports and maintains project tracking systems to support timely communication and workflow management. Coordinates program schedules, budget requests, meetings, and documentation for the capital program team to ensure compliance with organizational standards and project requirements. Assists with program budget tracking, project invoice processing, and procurement activities related to capital programs. Maintains project files, records, and reporting tools to support accurate program monitoring and audit readiness. Communicates with project stakeholders to provide updates, resolve administrative issues, and facilitate project coordination activities.Position Responsibilities / Essential Job Functions

• Manage, monitor, and track overall capital program, division and/or department budget and spending (daily, monthly, and annually); assist with invoice payment processes; track capital program invoices to yearly budgets; assist with budget reallocation as needed; and review budget details with the director or manager.
• Manage, monitor, and track overall capital program schedules; assist with gathering project schedule data from project managers; create reports on program time vs. money, planned and actual.
• Type, compose, proofread, edit, track, copy, and respond to complex correspondence, reports, checklists, approval forms, and emails; and respond to supervisor’s emails as needed.
• Monitor and track capital project data, including financial data, burn rate, construction and design expenses, and execution rates.
• Analyze and report on the proportion of work performed by SWaM (Small, Women-owned, and Minority-owned) businesses.
• Forecast and manage expected invoices to ensure timely processing and accurate financial reporting.
• Foster strong collaboration demonstrating excellent interpersonal skills with internal stakeholders, including but not limited to Project Management Office, Project Managers, Engineering and Planning (E&P), Operations & Maintenance (O&M), Environmental Services and Water Reclamation (ESWR), Procurement, Contracts, and external stakeholders, including vendors and consultants.
• Enter Purchase Orders (POs) and actively track and monitor the division’s budget, ensuring accurate reconciliation of available funds versus expenses.
• Track available project and program budgets, keep the Director and Deputy Director regularly informed, and initiate and complete budget transfers with the Management and Budget (M&B) division as needed.
• Generate regular budget status reports for leadership, highlighting key trends, risks, and opportunities for cost savings or reallocation.
• Consulting with internal stakeholders and the M&B division to ensure all transfers and adjustments are properly documented and compliant with organizational policies.
• Review feedback from the Contracts and Procurement departments on task orders, Invitations for Bid, and invoices; consult with project managers to proactively gather necessary corrections and resolve comments by making required adjustments.
• Prepare and update budget tracking spreadsheets or logs to reflect real-time balances, committed funds, and forecasted expenditures.
• Assist with the PMO group calendar.
• Assist with scheduling meetings for the Director and Deputy Director
• Act as administrative support for PMO Division
• May be deemed essential at any time.
• Perform other duties as assigned or required.

Essential Skills and Experience

Essential Competencies:

• Ability to proactively prepare for business events, commitments, and responsibilities; arrange meetings, travel, and lodging accommodations.
• Possess advanced knowledge and proficiency in Microsoft Office Suite (Excel and Word) and Adobe.
• Knowledge of the Director of Project Management Office’s duties to effectively schedule appointments.
• Possess advanced knowledge of standard business grammar, spelling, and punctuation; advanced, professional, and timely business and instructional writing, emailing, editing, and proofreading skills; document drafting including formatting, statistical tables and charts, and purchase requisition skills; and advanced keyboarding skills.
• Possess knowledge of or can acquire knowledge of Primavera, Oracle, and Bluebeam.
• Analyze situations carefully, recommend solutions, adopt effective courses of action; employ good judgment, and make sound decisions following established procedures and policies.

Minimum Education and Work Experience:

• Associate's degree in a technical field such as engineering technology, construction management, or related field.
• At least four years of progressively responsible administrative experience including project coordination and budget management experience.
• Or a combination of education and experience as described above.

Required Licenses/Certifications and Other Special Requirements:

• Must possess and maintain a valid driver’s license consistent with Prince William Water policy requirements.
• Must successfully pass a credit check.

Minimum Lead/Supervisor or Management Experience:

• None.

Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Physical demands: The work is mostly sedentary with periods of light physical activity. Typical positions require workers to walk or stand for short periods; lift and carry up to 30 pounds; climb stairs, bend, reach, hold, grasp, and turn objects; and operate computer or typewriter keyboards. The work requires the ability to speak clearly and to see and hear clearly with or without correction.
• Work environment: Primary work is performed indoors in a standard office environment. The noise level in the work environment is usually moderate.
• The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description. The qualifications do not express absolute employment or promotional standards. They are general guidelines that should be considered along with the job-related selection or promotional criteria.

Benefits

You can learn about our comprehensive benefits package for regular full-time employees by clicking here.