Project Administrator

You will provide administrative support to project team members. This role will be done working in the office along with the potential for client and on-site visits as required.

Responsibilities

Coordinate with internal and external team members to obtain and collate project updates, deliverables, and weekly recaps to prepare weekly project status email; Organize and set up onsite client meetings as needed; Assist in report generation; Support project proposal and contracting effort; Prepare project team memos and project presentations; Take and transcribe project meeting notes; Accounts Payable – review, research, and respond to consultant statements, including working with accounting to resolve issues on the no pay list (contracts, missing insurance, upload/update Deltek); Support the Practice and Operations leaders in reviewing project/program performance; Assist Project Managers in the Review/approval of consultant invoices; Monitor flow of all processes across the program/project (including but not limited to agreements, quality plans, accounting, legal, basis of design, general office practices), information, and practice integration and provide research and feedback as necessary; Assist the Principals and Project Managers in the development of fees during proposals; Provide support for labor transfers required; Distribution and vetting of project expenses for billing; Manage and coordinate workload of team; Prepare complex spreadsheets and database work in Excel and Access; Assist with project staffing data in Deltek Vision Project/Resource Planning; Maintain records for financial status of projects; Work with individual Project Managers to prepare approvals for additions to scope of work and approve and process payables for our services; Set up and maintain project files according to firm standards; May assist with other marketing-related tasks including proposal presentations when requested; Travel as needed

Requirements

High School Diploma required; Minimum of 4 years of experience performing in related roles required; Strong verbal and written communication skills as well as presentation skills; Ability to work in a team setting, strong time management and organizational skills; Ability to handle multiple projects to meet required deadlines; Accuracy / Detail-oriented and ability to follow through on a timely basis; Strong proficiency in Microsoft Office Suite including word, excel and PowerPoint; Experience with video and audio meeting technologies; Travel as needed

Nice to have

Associate’s degree preferred; Experience working in the architecture/engineering/interior design industry preferred; InDesign experience preferred; Procore and Newforma software experience a plus; MS Project schedule development experience preferred

Benefits

Relocation and temporary relocation support; Discretionary bonuses; Medical, dental and vision coverage; Flexible spending account options; Voluntary insurances; Paid time off; Flex-time schedules; Remote work options; 401k plan; Employee perk programs