Project Administrative Assistant

Arcadis

Project Administrative Assistant supporting Southern California projects with budget preparation and public contracts administration. Involves financial responsibilities and coordination of proposals and contracts.

Posted 6/29/2026full-timeSan Diego • California • 🇺🇸 United StatesMid-LevelSenior💰 $65,000 - $97,000 per yearWebsite

About the role

Key responsibilities & impact

Supporting Southern California projects
Participating in preparation and management of annual budget
Researching and preparing budget projections and forecasts
Compiling annual budget requests and mid-year budget amendments
Monitoring and analyzing budget expenditures and variances
Providing recommendations on various budget matters
Supervising cash receipts as part of financial responsibilities
Assisting in administration of public contracts
Developing requests for proposals by drafting and reviewing terms, conditions, and fee schedules
Conducting pre-submittal information exchange meetings
Providing interpretation and information to staff and the public
Reviewing proposals for responsiveness and accuracy
Ensuring contractor invoices and payment submittals comply with contract requirements
Resolving discrepancies
Setting up and maintaining contract files, records, and ledgers
Reviewing specifications, bonds, and insurance certifications for compliance
Preparing various project and contract-related documents
Executing final retention payments to contractors
Interfacing with internal and external customers as needed

Requirements

What you’ll need

Graduation from high school or G.E.D. equivalent
Five years of related experience
Current, valid California Class C driver's license

Benefits

Comp & perks

medical, dental, and vision
EAP
401K
STD
LTD
AD&D
life insurance
paid parental leave
reward & recognition program
optional benefits including wellbeing benefits, adoption assistance and tuition reimbursement
nine paid holidays
15 days PTO that accrue per year

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

Budget ProjectionsBudget ForecastingExpenditure MonitoringVariance AnalysisContract ComplianceDocument PreparationInvoice ReviewDiscrepancy ResolutionRecord MaintenanceFinancial Reporting

Soft Skills

CommunicationSupervisionProblem-SolvingCollaborationCustomer Service

Certifications

California Class C Driver's License