Senior Level Project Administrator Jobs

INTRODUCTION

Environmental Science Associates (ESA) is a 100% employee-owned environmental consulting firm. We plan, design, permit, mitigate, and restore for projects across our communities, infrastructure systems, open spaces, and wildlands. We are 50 years strong in 21 offices across California, the Pacific Northwest, and the Southeastern United States.

ROLE

ESA seeks a highly motivated Senior Project Controls & Contracts Administrator with at least 10 years of experience to serve as an integral member of the delivery team for large-scale on-call work with large California state agencies (which may include the Department of Water Resources, Caltrans, California High Speed Rail Authority, and similar agencies). Working in close partnership with Contract and Project Managers, this role combines sophisticated contract administration, project controls, and financial analysis with proactive problem-solving and strategic thinking to help teams execute work efficiently, maintain strong financial performance, and deliver exceptional client service. This opportunity places a high value on initiative, responsiveness, problem-solving, ownership, and client engagement. This position offers a hybrid work arrangement, with the expectation of working Pacific Standard Time (PST) hours and attending in-person meetings in Northern California as needed.

BASIC QUALIFICATIONS

You are an experienced project controls and contract administration professional with at least 10 years of experience in contract administration, project coordination and controls, and financial analysis. You understand complex contract compliance and invoicing requirements and how contract terms, staffing and rate structures, budgets, and project execution affect financial performance. You can connect detailed project requirements to the bigger picture and clearly communicate trends, risks, opportunities, and recommended actions for contract compliance and financial performance. You have prior experience with administering contracts with large California state agencies (which may include the Department of Water Resources, Caltrans, California High Speed Rail Authority, and similar agencies).

You are a proactive, solution-oriented problem solver, comfortable working with limited direction and adept at anticipating what a project or contract team will need next. You take initiative, exercise sound judgment, bring forward recommendations, and help move issues to resolution.

You build effective partnerships with a range of personalities and working styles and understand how responsibilities are shared across a delivery team. You are adaptable, responsive, and collaborative while maintaining clear ownership and accountability for your responsibilities.

You communicate clearly and effectively in writing and verbally and can make complex information understandable to Contract and Project Managers, clients, subconsultants, and other interested parties. You are comfortable communicating about complex, sensitive, and/or confidential matters and providing the information others need to make decisions and move work forward.

You consistently demonstrate integrity, accountability, and efficient stewardship of resources and protect ESA’s interests by supporting compliance with applicable legal and contractual requirements through proactive practices, research, and action.

You hold a Bachelor's degree in business and/or a combination of equivalent education and experience. Additional years of experience will be considered in lieu of degree.

Responsibilities

As a Senior Project Controls & Contracts Administrator, you will work with limited direction as an integral member of the delivery team for some of ESA's largest and most complex projects, on-call contracts, and client portfolios. You will partner closely with Contract and Project Managers to support effective contract execution, project operations, and financial performance. You will develop a strong understanding of contract requirements, client expectations, team responsibilities, and project commitments and use that knowledge to anticipate needs, maintain momentum, and resolve issues. You will work directly with clients, subconsultants, and internal project team members to manage contract administration, progress reports and status updates, invoicing submittals, staffing and rate matters, and other reporting requirements and project needs, providing timely responses and proactive follow-through to keep work moving forward and minimize administrative delays. You will analyze project and portfolio performance against contracted scope, schedule, budget, staffing, and approved rates; prepare and present performance reporting and monthly forecasts; and identify trends, risks, anomalies, and opportunities. In partnership with Contract and Project Managers, you will recommend actions that support contract compliance, efficient execution, and strong financial performance, including strategies related to staffing and rate structures, multiplier and profitability performance, contract modifications, resource planning, and changing project conditions. As a partner to regional and project leadership, you will review scopes, budgets, staffing assumptions, rates, and fee proposals to help ensure accurate and financially sound pricing and effective transition from pursuit through contract execution.

PREFERRED QUALIFICATIONS

Our Northern California region is growing and dynamic, comprised of a range of consulting and professional services staff who bring their individual expertise and passion to achieve our shared commitment to teamwork, professional growth, and quality service. With a broad and complex body of work being managed in our region, there are ongoing opportunities for all team members to collaborate, innovate, and contribute. This is an exciting opportunity to become a trusted member of the delivery team supporting some of the region’s key client portfolios and largest, most complex contracts. You will bring structure to complexity, build strong working relationships with managers and clients, and play an important role in keeping dynamic contracts moving forward.

BENEFITS

Joining ESA means becoming part of a close-knit team of environmental professionals who contribute to outstanding projects, improve environmental stewardship, and advance a more sustainable and resilient future for our communities and wild places. At ESA, we provide benefits such as medical, dental, and vision insurance (paid at 70% for you AND your family), annual allocations of company shares through our ESOP, a 401(k) plan with company match, and paid vacation, sick leave, and holidays, to name a few. We also provide specific programs whether you want to further your technical expertise, sharpen your business acumen, or help lead the next generation of employee-owners. We want to support you in reaching your career goals through tuition reimbursement, professional development bonuses, and attendance at conferences.

COMPENSATION

CA Pay Transparency Clause: $94,000—$132,000 USD

WHO WE ARE

We are a 100% employee-owned environmental consulting firm who values diversity and inclusion and celebrate the differences that make each of us unique. Our culture is built on mutual respect, recognizing that our variety of backgrounds, experiences, and perspectives leads to better solutions, which fosters our continued success for our employee-owners and clients. In accordance with ESA’s duty and responsibility to provide and maintain a safe workplace that is free of known hazards and to minimize the exposure to potential hazards, any employee who works from an ESA office or conducts any other in-person ESA work-related activity is required to submit their proof of vaccination status or have received an approved exemption and accommodation in states which this applies.

Please note: We do NOT accept unsolicited resumes from agencies.

If you are an applicant with a disability that requires a reasonable accommodation to complete any part of the application process or are limited in the ability—or unable to use—the online application system and need an alternative method for applying, you may contact our Human Resources Department via email: humanresources@esassoc.com for assistance.

Please include the following in your message so we can promptly address your request:

• Full name
• The best method to contact you (phone number and/or email address)
• Title of Job Position Applied
• Description of your accommodation request

ESA is an Equal Opportunity Employer, committed to a diverse and inclusive work environment. (EOE M/V/F/D)