Project Administrator

Greenprint Partners is seeking a Project Administrator based in Chicago, IL to join the Greenprint team. As a Project Administrator, you will play a critical role in supporting the day-to-day project administration tasks and ensuring seamless operations within our planning and engineering consulting projects. In this role you will collaborate closely with Project Managers to facilitate efficient project execution, maintain contracts and bidding documentation, coordinate project meetings, and support timely and accurate invoicing. A successful candidate in this role will be highly detail-oriented, communicative, tech-savvy, and able to manage multiple tasks and priorities while maintaining a high-quality work product.

Who we are

Greenprint Partners is a women-owned and led planning and civil engineering firm that believes every community deserves to be served by infrastructure that is sustainable, resilient, and equitable. Headquartered in Chicago, our team of mission-driven planners, civil engineers and community engagement professionals support climate resilient, equitable infrastructure development from the earliest planning phases through design, construction and long-term maintenance. We also leverage our on-the-ground experience to provide technical assistance to our municipal partners, helping them equitably scale investments in sustainable water and transportation infrastructure while sharing insights and best practices with industry peers. Learn more about our services and approach at www.greenprintpartners.com. 

Working in the field of infrastructure and design, we recognize the historic inequities that have been designed into the fabric of our cities and are committed to doing our part in changing the status quo. Creating more equitable communities and recognizing the strength in diversity is a core part of our work at Greenprint Partners both internally and externally. We believe our work is best fulfilled when our workplace reflects a diversity of perspectives and lived experiences in regards to race, ethnicity, economic circumstance, religion, gender, and ability. We have an enduring and evolving commitment to inclusion in our organization's culture, values, and behaviors to ensure that all of our team members' voices are heard and respected. We encourage people with lived experiences and diverse perspectives and identities to apply including people of color, people from working class backgrounds, people with disabilities, women, and people who hold LGBTQIA+ identities.

Greenprint Partners is proud to be a certified Women's Business Enterprise (WBE) and a certified B-Corporation.  

General responsibilities:

The Project Administrator is responsible for crucial elements of every project and requires a positive, communicative, and detail-oriented individual passionate about working behind the scenes to help Project Managers ensure each project runs smoothly while also being completed on schedule, within budget, and to the client's satisfaction. Responsibilities include, but are not limited to:

Project Support

• Assist Project Managers in organizing project activities, resources, and information.

• Coordinate project documentation, including contracts, bidding documents, and other project deliverables.

Invoicing and Financial Support

• Support Project Managers in processing subcontractor invoices and generating monthly client invoices.

• Support Project Managers in coordinating with clients regarding invoicing, billing inquiries, and payment processing.

Administrative Assistance

• Provide administrative support to Project Managers, including scheduling meetings with team members and clients using Microsoft and Google-based scheduling software, preparing reports, and managing correspondence.

• Take complete and accurate meeting minutes.

• Maintain project databases and documentation systems for easy accessibility and retrieval.

• Assist in organizing project-related events, workshops, or meetings.

Communication and Collaboration

• Correspond with colleagues, clients, and project team members in a professional, positive manner.

• Collaborate with multi-disciplinary teams to streamline project processes and enhance productivity.

• Document new processes to support consistency of delivery across the organization.

Desired Experience and Characteristics

• Desired minimum experience:

  • Bachelor's Degree + 2 years relevant experience;

  • Associates Degree + 4 years relevant experience; or

  • High school diploma or equivalent + 6 years relevant experience.

• Tech-savvy, ideally with proficiency in:

  • Microsoft Office, especially Excel, Word, Teams, and Sharepoint

  • Microsoft Outlook and related polling and scheduling functions

  • Google Suite

  • Accounting/ERP software

• Familiarity with invoicing procedures and basic accounting principles.

• Strong organizational skills and attention to detail with ability to manage multiple tasks and projects.

• Excellent communication and interpersonal skills, both verbal and written; ability to write clear and concise emails with warmth and strong attention to detail

• Transparency with task completion, setbacks, updates, and suggestions to improve established processes.

• Ability to anticipate needs, adapt to changing priorities, proactively find solutions, and execute decisions.

• Ability to work both independently and collaboratively in a fast-paced environment.

Additional characteristics sought in this role include:

• Experience in the Architecture, Engineering & Construction (AEC) industry, urban planning or municipal government administration is a plus, but not required as long as you have a desire to learn!

• Commitment to the Greenprint mission of delivering sustainable infrastructure that is shaped by the priorities of the communities it serves;

• Desire to work in a diverse community of colleagues committed to collaboratively institutionalizing equity throughout the organization.

Compensation & Benefits

The base salary for this position will be based on qualifications and years of professional experience and ranges from $53,750 - $73,000. In addition to base salary, all Greenprint staff participate in our annual bonus program.

Greenprint offers a competitive benefits package, including comprehensive medical, dental, vision, disability and life insurance benefits; 401K plan w/ company contribution; paid parental leave; tuition reimbursement; pre-tax transit benefits; and 12 company holidays.

About Working at Greenprint Partners

Greenprint Partners offers a flexible, fast-paced, demanding and fun work environment. We find that the people who thrive here are "doers" who enjoy taking ownership of their projects and working as a team to strategize, iterate, and execute quickly. We believe strongly that we're in it together, and we see each new team member as a long-term investment in our shared future. Successful Greenprint employees are empathetic listeners and collaborators that are excited to use their professional skills to make a direct impact on people and the environment. We are proud of our company values:

• We are driven by mission,

• We pursue shared prosperity,

• We go big,

• We think holistically,

• We succeed and fail as a team, and

• Diverse viewpoints matter. 

We are deeply committed to investing holistically in the personal and professional development of all our staff as well as maintaining a positive and fun work culture. This includes:

• Funding for continuing education and memberships in professional networks;

• Regular diversity, equity, inclusion and belonging training that empowers our team to be equity practitioners both internally and externally;

• Monthly all staff meetings that foster information sharing, connection and continuous learning;

• Team building activities that engage both in-person and remote staff;

• Annual staff culture and engagement surveys;

• An annual all-staff retreat.

We seek to foster a flexible and self-directed work environment that is accommodating of our team's individual circumstances while staying attuned to meeting the professional expectations of our team, clients, project partners and community partners. Greenprint maintains a consulting industry standard 40-hour work week, but offers flexible working hours and a flexible PTO policy, built on a culture of proactive communication with supportive managers and team members.

We celebrate the many perspectives and lived experiences our growing team brings to our internal culture and our external engagement with clients, partners and community members, and are actively engaging our entire staff in co-creating our always evolving culture of diversity, equity, inclusion and belonging. We acknowledge and welcome our staff members who hold many different identities, both visible and invisible. We are proud to be a team that is majority women, and includes members with diverse racial, ethnic, and immigrant identities, religious and political beliefs, generational perspectives, LGBTQIA+ identities, disabilities, and first generation educational experiences.

To apply

• Interested applicants can apply for the position by submitting a resume and cover letter. 

• This posting will remain active until the position is filled. Greenprint is seeking to fill the position ASAP.