Project Administrator

Project Administrator

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.

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.

Preferred Qualifications

• 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.