Project Administrator

Applied Ecology, Inc. is seeking a part-time Project Administrator in Melbourne, FL. The role involves supporting project and office administrative duties, including budget tracking, document formatting, and HR tasks. Ideal candidates are organized, skilled in Excel and Word, and motivated to grow in their careers. A BA/BS in Business Administration or related field is required, along with relevant experience in business administration.
Applied Ecology, Inc. (AEI) is seeking a highly motivated, organized, and capable Project Assistant to work part-time in our Melbourne office. AEI is a small, but rapidly growing, environmental consulting firm that is a regional leader in geospatial services, water resources management, climate adaptation planning, ecological and environmental assessment, and restoration. This is a great opportunity for a new business or human resources graduate to get in on the ground floor of a growing company that is dedicated to solving real-world environmental issues with science and engineering solutions.

This position will support project and office administrative duties in AEI’s Melbourne office that may include such things as tracking budgets and hours, updating Word and sophisticated Excel templates, formatting and editing Word documents, tracking project resources, and assisting with various administrative duties like proposal development, travel & meeting arrangements, procurement and expense tracking, ordering supplies and file organization, distributing mail, and human resources.

The ideal candidate is highly organized, highly skilled in Excel and Word, highly motivated to grow in their career, and skilled at verbal and written communication. The candidate should be a problem solver who takes pride in their work and can work independently but knows when to ask for guidance. Interested applicants, please submit a cover letter and resume via the posting on the appliedecologyinc.com website addressed to Dr. Leesa Souto, Director of Operations.

Responsibilities & Duties

· Assists the management team with business administration protocols and procedures.

· Maintains and updates equipment logs for all defined equipment, including fleet vehicles, computers, and technical equipment.

· Orders and tracks typical office supplies and prepares annual office supply budget based on past expenses.

· Updates multiple Project Budgets in Excel with actual hours monthly.

· Recommends, produces, and reviews operational reports like those from QuickBooks to summarize trends in information and gaps.

· Recommends project-related reports to inform and update project managers on actual vs budgeted hours and expenses, projected revenues, and Profit & Loss Reports, etc.

· Supports project managers with project milestone charting, project folder organization and invoicing support.

· Develops new templates for documents and budgets.

· Updates staff resumes and project descriptions to reflect RFQ needs.

· Maintains and updates a master file system to track grant and contract opportunities.

· Posts job vacancies and assists with screening, updating the selection committee, and tracking candidates.

· Tracks and shares online applications, applicant logs, and online resumes with management.

· Assists with interviewing and screening potential candidates.

· Coordinates community and company events, team building sessions, educational sessions, etc.

· Assists with the distribution of all HR-related educational materials and products.

Minimum Required Qualifications

· BA or BS in Business Administration, Human Resources, or other related field

· Expertise using MS Excel, Word, and PowerPoint, and Adobe Acrobat.

· Experience in business administration, preferably in an Environmental or A/E Industry

Knowledge, Skills and Abilities (KSAs)

· Superior written and oral communication skills

· Excellent organizational skills

· Ability to process information quickly and accurately

· Possesses heightened attention to detail

· Able to balance priorities and manage multiple tasks simultaneously

· Dedicated to meeting deadlines with a willingness to work the necessary hours to meet them

· Knowledgeable of water resources, ecology, biology, or other environmental sciences

· Able to communicate well and has excellent customer service skills

· Critical thinking and problem-solving skills

· Able to lift / push / pull up to 25 pounds occasionally

· Possesses a dedicated work ethic and takes pride in delivering high-quality work

· Able to exhibit a professional, courteous demeanor

· Process Management & Improvement Monitoring

Job Type: Part-time

Pay: $19.00 - $25.00 per hour

Expected hours: 16 – 24 per week

Benefits:
• 401(k)
• 401(k) matching
• Flexible schedule

Schedule:
• Monday to Friday

Work Location: In person