Job Description

Project Coordinator / Administrative Assistant Remote

This role combines project coordination, administrative assistance, and office management to support a growing engineering and architecture-focused organization in a fully remote setting. The Project Coordinator / Administrative Assistant works closely with the Principal to manage day-to-day administrative operations, including invoices, payments, payroll review, and proposal writing, while helping ensure smooth, efficient, and professional support across the business.

Responsibilities

• Support the Principal with a wide range of administrative tasks, ensuring daily operations run smoothly and efficiently.
• Review incoming invoices for accuracy, track billing details, and prepare or process payments in a timely and organized manner.
• Assist with payroll by reviewing timesheets or payroll reports, identifying discrepancies, and ensuring accurate and timely processing.
• Draft, edit, and format proposals, ensuring they are clear, professional, and aligned with project requirements and company standards.
• Provide general office management support in a remote environment, including organizing digital files, managing calendars, and coordinating communications.
• Use Microsoft Office and Outlook to manage emails, schedules, documents, and spreadsheets related to ongoing projects and administrative tasks.
• Coordinate billing and invoicing activities, including tracking outstanding payments and maintaining accurate financial records.
• Offer administrative support to architects and engineers, helping them stay organized and prepared for onsite and remote project work.
• Collaborate with team members to improve administrative processes and support a cohesive, efficient, and supportive work culture.
• Communicate clearly and professionally in both verbal and written form with internal stakeholders and external partners.

Essential Skills

• Proven experience in office management, administrative assistance, or project coordination in a professional services environment.
• Experience working in an architecture firm, supporting architects, engineers, or related project-based teams.
• Strong proficiency with Microsoft Office, including Word, Excel, and Outlook, to manage documents, communication, and schedules.
• Demonstrated experience with billing, invoicing, and basic financial administration, including reviewing invoices and processing payments.
• Hands-on experience assisting with payroll review or payroll-related administrative processes.
• Ability to write, edit, and format proposals with excellent verbal and written communication skills.
• Solid administrative support skills, including organization, time management, and attention to detail.
• Comfort using AI tools or applications as part of daily workflows.
• Ability to work independently in a remote environment while maintaining reliability, accountability, and clear communication.

Additional Skills & Qualifications

• Prior experience supporting engineering or FISP-related work environments.
• Familiarity with remote collaboration tools and digital document management systems.
• Interest in leveraging AI to improve administrative efficiency and document preparation.
• Strong interpersonal skills and a collaborative mindset, with a willingness to assist colleagues as needed.
• Adaptability to changing workloads across seasons and comfort managing multiple priorities.

Work Environment

This is a primarily work-from-home position with standard hours of 9:00 a.m. to 5:00 p.m., offering flexibility to make up hours when needed. The organization supports architects and engineers who typically go onsite 34 days per week, while administrative and coordination work is performed remotely. Workload can vary seasonally: from November through March, hours may average around 35 per week, while from April through October, the role typically requires about 40 hours per week with the possibility of occasional overtime. The culture is laidback and supportive, with a strong emphasis on teamwork, mutual help, and understanding. The environment promotes stability through high-demand, recession-resistant work and offers flexibility for employees. The team enjoys quarterly outings to build camaraderie, and daily work relies heavily on Microsoft Office, Outlook, and digital tools suitable for a remote office setting.

Job Type & Location

This is a Contract to Hire position based out of New York, NY.

Pay and Benefits

The pay range for this position is $28.80 - $41.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully remote position.

Application Deadline

This position is anticipated to close on Jun 2, 2026.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options.

San Francisco Fair Chance Ordinance

Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI)

We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.

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