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About the Role

Weston & Sampson is seeking a Technical Project Coordinator to support their A&E Design Team. This role requires the ability to manage multiple projects and deadlines under pressure, work with various staff members simultaneously, and possess a confident, self-motivated, and resourceful professional demeanor.

Responsibilities

• Collaborate with project managers and executive staff in the preparation of letters, reports, and materials for client deliverables.
• Organize, edit, and reproduce required submissions, narrative proposals, fee/scope proposals, and qualification statements.
• Assist with contract execution, including requesting insurances, bonds, and obtaining appropriate signatures.
• Complete spreadsheets and tables for project monitoring.
• Monitor and respond to emails and phone messages from internal staff and external clients.
• Maintain filing systems.
• Manage general office operations, including maintaining a neat and orderly office, coordinating office functions, stocking supplies, and communicating with building management for repairs.
• Review contracts for financial terms and conditions, ensure accurate representation on Project Opening documentation, and inform Project Managers of discrepancies.
• Communicate with Project Managers regarding project financial tracking and billing.
• Maintain electronic filing and archiving of project-specific documents, including project opening forms, contracts, proposals, and budget changes.
• Ensure appropriate approvals are obtained in accordance with company policies.
• Support and assist Project Managers.
• Perform additional assignments as directed by the Administrative Manager and Supervisors.
• Report problems to the Administrative Manager or direct supervisor as necessary.

Requirements

• Minimum of 5 years of experience.
• Ability to work on multiple projects/deadlines under pressure.
• Ability to work with a range of staff simultaneously.
• Previous administrative support experience preferred.
• Strong written & verbal communication skills.
• Leadership mindset.
• Organizational skills.
• Ability to work in a collaborative team environment across multiple technical teams and regions.
• Computer proficiency including general office applications (Microsoft Office Suite) and advanced applications (Adobe Acrobat).
• Knowledge of Deltek/Vantagepoint Software or other accounting platforms is a plus.
• Ability to work well with others under deadline situations.
• Ability to respond to changes in priorities in a fast-paced environment.
• Thorough knowledge of standard contract terms.
• Ability to work independently, take initiative, set priorities, and see projects through to completion.
• Problem-solving and analytical skills.
• Valid Driver's License with reliable transportation.
• Degree in Accounting or Business preferred.

Skills

• Microsoft Office Suite
• Adobe Acrobat
• Deltek/Vantagepoint Software
• Accounting platforms
• Standard contract terms
• Written communication
• Verbal communication
• Organizational skills
• Problem-solving
• Analytical skills

Location

• Rhinebeck

Work Type

• Part time
• Onsite

Experience Level

• Minimum 5 years

Education Level

• Degree in Accounting or Business preferred

Salary/Compensations

• $30.00-$42.00 an hour

Benefits

• Meaningful work: Contribute to projects that protect and enhance the natural and built environments
• Ownership mindset: As an employee-owner, your work directly contributes to our shared success
• Growth opportunities: Build your career through mentorship, diverse projects, and clear advancement pathways
• Flexible workplace: Work in a way that supports your life and not the other way around
• Strong culture: Join a team that values collaboration, inclusion, and recognition

About the Company

• At Weston & Sampson, you’ll work alongside more than 1,000 employee-owners who are passionate about improving our communities. From providing clean water to designing resilient infrastructure and sustainable environments, our work has a direct impact on quality of life. We’re looking for curious, driven professionals who want to contribute to innovative, impactful projects and grow with a team that supports them.
• We are a 100% employee-owned, interdisciplinary firm offering design, engineering, and environmental services. Since our founding in 1899, we have worked to build a collaborative, forward-thinking environment grounded in respect for each other’s ideas.

Equal Opportunity

• We believe diverse perspectives make us stronger. Weston & Sampson is committed to fostering a culture of belonging where all employees feel valued, respected, and empowered. We actively support IDEA principles across our organization and in our daily work.