Project Administrator

About the Company - Dix.Hite provides leadership in design and landscape architecture, with special expertise in sustainable mixed-use, transportation and trails, parks and public space, multifamily development, and master-planned communities. Dix Hite Partners is an equal opportunity employer and encourages applications from individuals of all backgrounds.

About the Role - Our Longwood, FL-based landscape architecture firm is seeking a detail-oriented and experienced project administrator who possesses excellent communication, interpersonal, analytical, and organizational skills. This role is essential in supporting the accounting and project management teams while ensuring that all administrative functions are executed efficiently and accurately. The ideal candidate knows project management principles, practices, and techniques within the A/E/C industry and has had exposure to accounting responsibilities such as AP/AR, billing, and cost accounting. They are also detail-oriented, with a commitment to accuracy in project documentation and reporting.  

Responsibilities: 

• Provides administrative support to project managers for all project-related paperwork, including contracts, input and tracking of budgets, and coordination of insurance certificates for both clients and subconsultants. 
• Supports with review and processing of invoices, bills, and project-related expenses in collaboration with the accounting team. 
• Has the ability to back-up the accounting team with AP/AR, billing, and cost accounting responsibilities when necessary 
• Daily communication and coordination with project personnel, clients, and vendors to ensure compliance and budget constraints.  
• Investigates variances, ensuring that project billings are issued to customers and payments collected 
• Facilitate communication among project stakeholders, project team members, consultants, and clients. 
• Respond to team, client, and vendor inquiries. 
• Supports contract negotiation activities, including support for Marketing/BD with information for proposals and RFP responses 
• Communicates with and supports assigned team members throughout the proposal process: tracks progress in the database and acknowledges achievements.  
• Identify project risks, issues, and challenges; escalate critical issues to project managers for resolution. 
• Establish a strong, cooperative working relationship with all team members (project managers, administration, leadership, clients, consultants, etc.) 
• Project set-up 

Experience / Skills Required:  

• 3 years in a Project Administrator role or similar 
• A/E/C industry: 3 years (Required) 
• Ability to professionally represent the firm in interactions with employees and vendors with excellent written and verbal communication skills 
• Proficient in MS Office (emphasis on Excel and Outlook), Project Managment software experience required (e.g., Deltek Ajera), comfort navigating multiple database programs & websites simultaneously.  
• Effective time management practices, including the ability to task switch while maintaining an attention to detail 
• Aligned with our core values of Empowerment, Passion, Integrity, Creativity, and Collaboration (EPICC!) 

Experience Preferred:  

• Working Knowledge of Deltek Ajera 
• Bachelor’s or Associate’s degree in Accounting, Finance, Business Administration or a technical field preferred, but not required with enough years of experience. 
• Familiarity with DOT (Dept. of Transportation) contracts. 

Why Dix.Hite:  We care deeply about our people, our environment, and the communities in which we work. We strive for cohesion between our work and our team members' lives beyond the practice, as we know it’s our people who bring this ethos to life.  

Benefits: 

• Competitive Pay – Dix.Hite is committed to market-leading pay 
• Comprehensive benefits package including health, vision, dental, Long-Term and Short-Term Disability Insurance, Life Insurance, and a Flexible Benefit Account 
• 401(k) company contribution of 3% regardless of the employee’s contribution 
• Flexible Work Options, including a Hybrid Schedule (3 days in the office) after learning the role   
• Opportunity to participate in our Employee Stock Ownership Plan (ESOP) 
• Dix.Hite provides additional opportunities for professional and personal growth and learning, including annual personalized individual development plans.  
• In addition to our competitive PTO policy, Dix.Hite provides 10 paid holidays (including one floating holiday) and an end-of-year office closure that provides up to 4 additional paid days. 

Equal Opportunity Statement - Dix.Hite is an equal-opportunity employer and encourages applications from individuals of all backgrounds.