Project Administrator

Moffatt & Nichol Costa Mesa , CA 92626

Posted 6 months ago

Moffatt & Nichol is actively searching for a Project Administrator for our Costa Mesa Office who will provide internal and external clients with detail-oriented support; have a proactive approach to assist team members; and take pride with contributing to the success of projects.

Duties and responsibilities:

  • General team support:

  • Document proofreading skill and high proficiency in Microsoft office skills

  • Document archiving / document management

  • Organize and support regular technical meetings, assist in note taking when appropriate

  • Ability to identify and recognize when assistance would benefit the team; be proactive

  • Chargeability goal: 40 to 50%

  • Utilization goal: 70 to 80%

  • Project execution support:

  • Organize, set up project meetings as needed

  • Maintain hardcopy files for PM if requested (notebooks)

  • Maintain electronic files for PM if requested (Q drive folders)

  • Document meeting notes as needed

  • Assist PM as needed in the review of subcontractor invoices, review of the prebills, preparing progress reports, both financially and project related, as needed

  • Provide technical support such as project controls involving document management and budget, including: project budget tracking, producing client financial progress reports, tracking staff and task hours and budgets, red flagging potential areas for cost overruns

  • Technical editor: document and technical specification proofreading

  • Online delivery of large project files via Newforma system

  • Pursuit support:

  • Setup Pursuit Evaluations with assistance from PIC or PM

  • Setup Pursuit Number Request

  • Submit contracts for review to:

  • Develop draft teaming agreements as directed by PM for legal review to:

  • Assist in developing and updating project plates for marketing

  • Assist in retrieving and updating resumes for specific pursuits

  • Job procurement support:

  • Setup Job number request on Dashboard with assistance from PIC or PM

  • Setup budget worksheets with assistance from PIC or PM

  • Develop project plans with assistance from PIC or PM

  • Maintain on-call contract sheet for PICs, maintain costing sheets with correct rates for team to use for cost estimates, track overall contract budget

  • For each project, setup vendors and subcontractors by organizing, obtaining and submitting the following:

  • For vendors:

  • Obtain fee proposal

  • Assist PM in obtaining new vendors/subcontractor W9s

  • Submit to

  • For subcontractors:

  • Obtain certificates of insurance

  • Obtain fee proposal

  • Assist in assembling subcontractor contract and obtain necessary signatures

  • Assist PM in obtaining new vendors/subcontractor W9s

  • Submit to

  • Technical Director administrative support, as needed

  • Assist with expenses, travel, deliverables

  • Assist with General Office Items:

  • Cover front desk for breaks, PTO, etc.

  • Maintenance of office equipment such as photocopiers, coffee brewers, etc.

  • Special event planning, set-up, and clean-up

  • Work share and coverage as needed with other administrative staff in the region

Other duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.


  • The ability to work with a diverse group

  • 2 years working in a project-oriented environment, preferably in the AEC industry

  • Strong verbal and writing skills

  • Comfort working independently

  • Strong skills in Microsoft Office, including MS Outlook, Word, and Excel

  • Bachelor's degree preferred

  • The ability to work Monday thru Friday 8:00 until 5:00 pm

Moffatt & Nichol is a global infrastructure advisory firm of 700+ employees in 37 offices and 7 countries. We provide practical solutions to clients in the marine terminal, transportation, energy, environmental, federal, and urban development markets around the world. We are a multidiscipline professional services firm with specialized expertise in structural, coastal, and civil engineering; environmental sciences; economics analysis; inspection and rehabilitation; and program management solutions.

Moffatt & Nichol's EEO Statement

As a global business, Moffatt & Nichol relies on diversity of culture and thought to deliver on our goal of Creative People, Practical solutions serving our client needs, and ensures nondiscrimination in all programs and activities in accordance with Title VI and VII of the Civil rights Act of 1964. We continuously seek talented, qualified employees in our world-wide operations regardless of race, color, sex/gender, including gender identity and expression, sexual orientation, pregnancy, national origin, religion, disability, age, marital status, citizen status, protected veteran status, or any other protected classification under country or local law. Moffatt & Nichol is proud to be an Equal Employment Opportunity/ Affirmative Action Employer/ Federal Contractor desiring priority referrals of all protected veterans for job openings.

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Project Administrator

Moffatt & Nichol