Project Administrator

POSITION SUMMARY

The Project Administrator will lead and coordinate the administrative aspects of projects and take ownership of project communications and record keeping. Project related tasks include but are not limited to; the production and distribution of letters, minutes, memos and correspondence which could include design and construction documents, agreements, reports, studies, specifications, tables, contracts and forms as needed and requested by the project and project staff.

The Project Administrator is also responsible for organizing and managing project information flow during construction phase services including the logging, distribution and tracking of submittals, ASIs (Architect’s Supplemental Instructions) and RFIs (Request for Information) and similar instruments. Additionally, the archiving of project information, both electronic and hardcopy, by phase and at project completion will be the responsibility of this position.

In addition to project related activities, this person will perform general office logistics, support, and clerical functions including, but not limited to; greeting visitors, reserving/managing meeting rooms, making travel arrangements for staff, answering phones/taking messages, managing files, maintaining various office calendars, planning office events, maintenance of supplies, coordinating deliveries/shipments, day to day care of the office environment, and general office organization and efficiencies.

PRIMARY RESPONSIBILITIES

• Work to create positive client, project, and team experiences and become integral to the success of the project teams.
• Support project teams and project management efforts
• Perform administrative aspects of office management functions as needed including assistance to Human Resources, Finance, Information and Design Technology, Marketing, Project Delivery and general office administration
• Sequence, prioritize and communicate work efforts
• Seeks to understand, improve and mentor others regarding software, procedures and protocols for project efficiency and quality
• Contributes to business development and marketing efforts as needed

POSITION REQUIREMENTS

• Organized and able to prioritize & multi-task
• Collaborative & team-oriented work style
• Innovate new processes and procedures to improve efficiency
• Friendly, positive attitude
• Flexible
• Self-motivated towards achievement
• Strong communicator
• Good sense of humor
• Detail oriented
• Anticipates client and team needs
• Proficient in Microsoft Office Suite and Bluebeam Revu

PREFERRED QUALIFICATIONS

• Familiar with the design and construction industry
• Knowledge of the construction administration process
• Proficiency in Deltek preferred but not required