Project Administrator

Location: Moon Township / Coraopolis, PA 15108
Schedule: Hybrid – 4 Days In Office / 1 Day Remote
Employment Type: Full-Time
Compensation: $55,000 - $70,000 annually, depending on experience and qualifications.

About the Position

HRV Conformance Verification Associates, Inc. is seeking an organized, detail-oriented Project Administrator to join our corporate team in Moon Township, PA.

This position provides direct administrative and operational support to HRV's Project Managers and plays an important role in the day-to-day coordination of inspection and quality assurance projects. The Operations Project Administrator will assist with client requests, project documentation, field personnel coordination, project budgets and status tracking, proposals, employee resumes, and other activities necessary to keep projects organized and moving forward.

The successful candidate will be comfortable managing multiple priorities, working closely with Project Managers and field personnel, communicating with clients, and ensuring project details, documentation, and deadlines are handled accurately and efficiently.

Previous experience within the engineering, construction, inspection, transportation, infrastructure, or related professional services industries is strongly preferred.

This position is based at HRV's corporate office in Moon Township. Following successful completion of the probationary period, the position is eligible for HRV's hybrid schedule of 4 days in the office and 1 day remote per week.

Primary Responsibilities

Project Administration & Operations Support (60%)

• Provide high-level administrative and operational support to Project Managers
• Process and coordinate client requests under the direction of Project Managers
• Assist with project setup, status tracking, schedules, budgets, documentation, and other project requirements
• Coordinate with Project Managers and field personnel regarding project assignments, schedules, and staffing needs
• Create, distribute, update, and revise job assignment and project-related documents
• Maintain accurate project information, records, and supporting documentation
• Assist Project Managers with tracking project progress, deadlines, and deliverables
• Communicate with clients, field personnel, internal departments, and outside organizations as needed
• Assist with scheduling meetings, travel, and other project-related activities
• Identify opportunities to improve administrative processes and workflow efficiency

Timesheet, Expense & Project Financial Administration (20%)

• Review and approve employee timesheets for accuracy, completeness, proper project coding, and required approvals
• Review and approve employee expense reports and supporting documentation for accuracy and compliance with company and project requirements
• Work directly with field personnel to resolve discrepancies and ensure timely submission of timesheets and expense reports
• Coordinate with Project Managers and Accounting to ensure labor and expenses are properly assigned to projects
• Assist Project Managers with tracking project hours, expenses, budgets, and other project-related financial information

Administrative & Department Support (20%)

• Maintain organized electronic project files and departmental documentation
• Prepare correspondence, spreadsheets, reports, and other business documents
• Assist with tracking departmental activities, deadlines, and outstanding items
• Serve as a liaison between Operations and other HRV departments
• Provide backup administrative and telephone support when needed
• Support special projects and other operational initiatives as assigned

Minimum Qualifications

• Minimum of 2 years of administrative, project coordination, project support, operations, or related professional experience
• Strong organizational skills with the ability to manage multiple projects, priorities, and deadlines simultaneously
• Excellent attention to detail and proofreading skills
• Strong written and verbal communication skills
• Excellent internal and external customer service skills
• Proficiency with Microsoft Office, including Word, Excel, Outlook, and Teams
• Ability to create and maintain accurate spreadsheets, documents, and project records
• Self-motivated with the ability to work independently while collaborating effectively with a team
• Ability to thrive in a fast-paced environment where priorities may change based on client and project needs
• Ability to work on-site at HRV's Moon Township corporate office

Preferred Qualifications

• Previous experience in engineering, construction, inspection, transportation, infrastructure, or a related professional services industry (strongly preferred)
• Experience supporting Project Managers or multiple concurrent projects
• Experience with project administration, project budgets, scheduling, staffing coordination, or project documentation
• Experience working with technical or field-based employees
• Experience with Department of Transportation (DOT) projects or ECMS
• Experience with an ERP, project management, or project accounting system
• Associate's or Bachelor's Degree in Business Administration, Project Management, Construction Management, or a related field

Why Join HRV?

• Competitive salary
• Hybrid work schedule following successful completion of the probationary period
• Comprehensive benefits package including medical, dental, and vision coverage
• Paid time off and paid holidays
• 401(k)
• Opportunities for training and professional development
• Work directly with experienced Project Managers and technical professionals
• Exposure to transportation, infrastructure, and quality assurance projects
• Opportunity for professional growth and career advancement
• Stable and growing professional services organization with over 22 years of industry experience

HRV Conformance Verification Associates, Inc. is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, age, national origin, disability, veteran status, sexual orientation, gender identity, or any other protected characteristic.

HRV promotes affirmative action for minorities, women, individuals with disabilities, and veterans.

HRV is a smoke-free and drug-free workplace.