Project Administrator

Take Your Career to the Next Level

Are you ready to be challenged, make a difference, and experience professional growth in your career? Kleinfelder’s local area operations have support teams that coordinate, lead, and contribute to the success of each region. We are looking for teammates who are interested in providing high-level and proactive support to different service lines!

Step Into Your New Role

Kleinfelder is looking for a Project Administrator to join our Construction Materials Testing team in Dallas (Irving), Texas. Local candidates are encouraged to apply.  A Project Administrator aims to support a project manager and their team by managing schedules, arranging assignments, gathering necessary resources, and communicating progress to team members. The goal is to assist our project management team to ensure Kleinfelder’s daily project functions run smoothly.  Come join our growing team!

Responsibilities would include:

• Maintains personal protective equipment inventory and assists team with equipment purchasing.
• Assists in scheduling training courses, certification exams, and work-related travel for staff.
• Completes and maintains necessary electronic filing, completes data entry and general clerical duties such as mileage logs and unit entries, etc.
• Helps coordinate meals when they intersect with monthly team meetings.  This may occur early in the morning or later in the evening, as necessary.
• Working directly with Project Managers to support the delivery projects from proposal to close-out phases.
• Assisting with preparation of cost proposals in Kleinfelder and Client formats.
• Providing a financial analysis with Project Managers, Area Managers and Administrative Managers to resolve issues to increase profitability.
• Assists with compilation of reports and other deliverables and emails or mails them to clients.
• Assisting in developing and maintaining periodic status reports to keep management and/or client informed on the project progress.
• Assists in managing and maintaining the local truck fleet under the guidance of an area level and national level fleet manager, including but not limited to, coordinating monthly inspections, state inspections, oil changes/regular maintenance, etc.  
• Supporting Project Managers in contract management/compliance, project setup, financial performance and progress, invoice review and management, document control, client meetings/coordination, and interaction with AR Collections Specialist team.
• Coordinating with Kleinfelder’s project staff and contract department for initiation and completion of Prime/Sub agreement, Certificate of Insurance, subcontractor task orders, and Kleinfelder Master Service Agreements.
• Preparing agreements, addendums, fee letters, confidentiality agreements, financial reports.
• Completes and maintains necessary filing, completes data entry and general clerical duties such as mileage logs and unit entries, etc.
• Assists in some human resources functions such as new employee onboarding, supports preparation for career fairs, as well as supporting arrangements for employees to receive post-incident drug and alcohol testing.
• Coordinates culture building activities such as supporting area leadership in planning employee appreciation events or holiday gifts for clients and employees. 
• Supporting front desk duties, including phone and greeting visitors
• Providing backup support to other Administrative Support Staff, as needed.

Requirements: 

•  2+ years in planning/scheduling, cost control, and project administration using MS Project, Excel, Word, and Outlook required
• Must have a valid driver’s license and ability to occasionally drive a light duty pickup truck (such as a Ford F-150) around the Dallas metroplex, for example, to or from the car rental company to pick up vehicles for field staff or to pick up supplies at the hardware store
• Able to work effectively in a team environment and consistently maintain a professional and respectful demeanor/attitude with co-workers, clients, vendors, and regulatory agencies.
• Self-motivated with minimal supervision
• Dependable and able to keep required work schedules. After a probationary period, option for remote work one day per week.
• Able to manage time effectively.
• Strong communication skills and intermediate knowledge of company products and operations.
• A problem solver with the ability to find resolutions.
• Detail orientated with the ability to catch and correct one’s own errors, as well as those of others when proofreading.
• May be required to lift up to 50 pounds

Education: 

• High School Diploma or equivalent required.
• Bachelor’s degree in finance accounting, business administration or similar field preferred.

Experience:  

Ability to communicate effectively, orally and in writing. Demonstrate team collaboration, communication, organization, and self-prioritization skills.  General understanding of accounting practices such as invoicing, billing, accounts receivables, accounts payable, and other project related accounting principles. General understanding of accounting practices such as invoicing, billing, accounts receivables, accounts payable, and other project related accounting principles.   

Move Forward with Kleinfelder: Kleinfelder has been connecting great people to the best work since 1961. We are engineers, scientists, and construction professionals providing solutions that improve our clients’ transportation, water, energy, and other private infrastructure. As a responsive, cross-disciplinary team of bright, curious, and innovative problem-solvers, we are dedicated to doing the right thing, every day, on every project from over 110 offices in the US, Canada, and Australia. Connecting great people to the best work is our purpose – together, we deliver.  

Progress with an Employer that Values You 

Kleinfelder is an inclusive organization free from discrimination. We are a stronger organization when we are a diverse workforce and believe that through diversity, equity, and inclusion comes creativity, innovation, and unity. We are proud to offer the following:  

Benefits: Kleinfelder offers an excellent compensation and benefits package, including: medical, dental, vision, life insurance, 401(k) plan, and paid holidays.  

Career Development: We are committed to investing in the professional development of our staff, offering each employee every opportunity to grow, develop, and take control of their career paths. We support these efforts through reimbursements for continuing education as well as many of the expenses associated with trainings and certifications, and opportunities for career development through our internal Mentoring Program.  

Equal Opportunity: Kleinfelder is an Equal Opportunity Employer – Minorities/Women/Disabled/Veterans. (Compliant with the new VEVRAA and Section 503 rules)  

NOTICE TO THIRD PARTY AGENCIES   

Please note that Kleinfelder does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Recruitment Fee Agreement, Kleinfelder will not consider or agree to payment for any referral compensation or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement, Kleinfelder explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resume, including those submitted to hiring managers, are deemed to be the property of Kleinfelder.