Project & Office Operations Specialist

$75k

Temporary

Employment Solutions of New York (ESNY)

Position: Project & Office Operations Specialist (Architecture, Engineering, & Construction Industry)
Location: Greenbelt, MD (100% Onsite)
This is a Contract to hire Position going through 12/31/26 paying between $65,000-$75,000 depending on the level of experience. Hours are 8:00AM-5:00PM Monday-Friday.
About The Role
Project & Office Operations Specialist to support our Mid-Atlantic Building Science team. This highly visible role serves as a trusted business operations partner responsible for coordinating project, contract, client, vendor, and office processes that support the successful delivery of consulting services.
As a Project & Office Operations Specialist , you will play a central role in the administration of project contracts, proposals, client onboarding, CRM and Deltek data management, operational workflows, and business process improvement initiatives. Working closely with consultants, business leaders, clients, and vendors, you will help ensure projects move efficiently from proposal and contract execution through project delivery while maintaining operational consistency, data integrity, and exceptional client service.
This position is ideal for a proactive, solutions-oriented professional who enjoys managing complex workflows, solving operational challenges, coordinating multiple stakeholders, and driving projects and processes to successful completion with a high degree of ownership and independence.
Responsibilities
Project & Contract Operations
Coordinate the administrative lifecycle of project contracts, service agreements, purchase orders, vendor applications, and client onboarding documentation from initiation through execution.
Review project and client requirements, identify missing or inconsistent information, and coordinate resolution with consultants, leadership, clients, and internal business partners.
Support contract administration activities, including coordination of Certificates of Insurance (COIs), client onboarding requirements, and related project documentation.
Prepare project proposals, qualifications packages, and business documentation using established company processes and templates.
Monitor active project and contract activities, prioritize follow-up actions, and help remove barriers that could impact project initiation or delivery.
Serve as a primary administrative liaison between consultants and clients throughout the contract lifecycle.
Maintain visibility into project status, deadlines, and administrative requirements while proactively communicating risks and concerns.
Business Systems, Data Management & Process Improvement
Create, maintain, and update project and client information within Deltek, CRM platforms, and related business systems.
Ensure project, client, and contract records are accurate, complete, and maintained in accordance with company standards.
Organize and maintain electronic project files and documentation to support accessibility, compliance, and reporting.
Develop and maintain tracking tools, reporting mechanisms, templates, and workflow documentation that improve operational visibility and accountability.
Identify process inefficiencies and recommend practical improvements to project administration, contract management, records management, and operational workflows.
Support implementation of new processes and monitor effectiveness following deployment.
Maintain confidentiality and exercise sound judgment when handling business-critical information.
Office, Vendor & Operational Coordination
Coordinate daily office operations, facilities support, vendor services, inventory management, and equipment-related activities.
Manage vendor relationships and coordinate service requests while monitoring completion and escalating issues when appropriate.
Support onboarding activities, office initiatives, employee events, meetings, and regional operational projects.
Serve as a resource for employees, visitors, clients, and vendors by providing professional support and directing requests appropriately.
Support office operations through occasional front desk coverage, mail processing, shipping coordination, supply management, and document production activities as needed.
Lead or support special projects requiring planning, coordination, communication, and independent follow-through.
Collaboration & Business Support
Partner with consultants, leadership, finance, risk management, legal, and operational teams to support business objectives.
Coordinate information across multiple stakeholders to ensure projects and operational initiatives progress efficiently.
Independently organize and prioritize work based on business impact, deadlines, risk, and organizational priorities.
Support continuous improvement initiatives that enhance efficiency, consistency, and operational effectiveness.
Act as a trusted operational partner who helps teams navigate complex administrative requirements and business processes.
What You’ll Bring:
Associate's or Bachelor's degree in Business Administration, Operations, Project Management, or a related field preferred.
3+ years of progressively responsible experience in project administration, contract administration, business operations, office operations, or a similar client-facing environment.
Experience supporting project-based professional services organizations such as architecture, engineering, construction, consulting, or related industries preferred.
Demonstrated ability to independently manage workflows, coordinate multiple stakeholders, and drive tasks through completion with limited day-to-day supervision.
Strong understanding of project administration, contract workflows, client onboarding, records management, business systems, and office operations.
Exceptional organizational, planning, and prioritization skills with the ability to manage multiple competing priorities simultaneously.
Strong analytical, critical-thinking, and problem-solving abilities with the ability to identify risks, dependencies, and process gaps.
Excellent written, verbal, and interpersonal communication skills.
Sound judgment and discretion when handling confidential, sensitive, and business-critical information.
Advanced proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
Experience with Deltek, CRM systems, Bluebeam, or preferred similar business software.
Proven ability to build strong working relationships across multiple departments, leadership levels, clients, consultants, and vendors.
Self-directed and proactive with a strong sense of ownership, accountability, and follow-through.
Continuous improvement mindset with the ability to identify opportunities to improve processes, efficiency, and operational effectiveness.
This is an exciting position with a mission-driven organization! This position is paying up to $75,000 per year depending on experience. Please apply online at for immediate consideration.
Why Work With AimHire
We work with many different clients in many different industries and may be able to consider you for multiple roles at one time!
No fee to you!
Voted one of the best staffing agencies in Denver!
AimHire is an Equal Opportunity/Affirmative Action Employer.
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Vacancy posted 2 days ago

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