Administrative Assistant / Project Administrator

Administrative Assistant / Project Administrator

Stratus is an integrated, multi-disciplinary engineering, architecture, interior design, and consulting firm. Consistently ranking among the Top 500 Design Firms in Engineering News-Record, the firm offers a deep bench of industry experts through a highly collaborative approach, delivering innovative solutions across the full project lifecycle. Operating coast to coast, Stratus serves clients nationwide while maintaining a strategic commitment to supporting high-growth economies and building vibrant communities that foster the professional growth of its team. Serving public- and private-sector clients, the firm is dedicated to delivering the highest-quality service wherever projects take shape. Across the Civic, Commercial, Industrial, Transportation, Education, Water Resources, and Government sectors, we bring precision, insight, and purpose to every project, from targeted renovations to large-scale infrastructure. Stratus designs spaces, systems, and solutions that perform, endure, and make an impact, delivering on our promise of Better Plans. Better Places.

The Administrative Assistant / Project Administrator provides comprehensive administrative and operational support to technical and business teams within the Architecture, Engineering, and Construction (AEC) environment. This role is responsible for coordinating administrative activities, managing documentation, supporting project teams, assisting with client communications, and ensuring efficient office operations. The Administrative Assistant serves as a key point of coordination among project managers, technical staff, clients, vendors, and internal departments, contributing to the successful execution of projects and business operations.

Responsibilities

• Assist in preparing, organizing, and maintaining construction project files, including contracts, drawings, and correspondence.
• Support the review and processing of basic construction documents such as submittals, RFIs, and meeting minutes.
• Help track schedules and project updates in coordination with administrators and project managers.
• Attend internal team meetings, taking notes, and distributing summaries as needed.
• Manage data entry and upkeep of project management systems and logs.
• Provide general administrative support including scheduling, filing, scanning, typing and communication support.
• Follow up with clients, contractors and consultants under supervision to gather information or distribute documents.
• Maintain confidential employee, client, financial, and business information with discretion and professionalism.
• Support office operations, including supply management, facility coordination, and general administrative functions.
• Assist with onboarding activities for new employees, including scheduling, documentation preparation, and coordination with internal departments.
• Assist with invoice processing, vendor coordination, purchase requests, and project-related administrative tasks.
• Coordinate travel arrangements, expense reporting, and reimbursement documentation for assigned team members.
• Provide administrative support to project managers, architects, engineers, and leadership teams to ensure efficient daily operations.
• Prepare, format, edit, and distribute professional correspondence, reports, proposals (as needed), contracts, presentations, and project documentation.

Qualifications

Required

• Associate degree in Business Administration, Office Administration, or related field preferred.
• Minimum of 3 years of administrative support experience.
• Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.

Preferred

• Experience supporting architecture, engineering, construction, consulting, or professional services organizations.
• Experience with project management software, document management systems, or ERP platforms such as ProCore, NewForma and Bluebeam.
• Experience assisting with proposal development, marketing support, or client-facing documentation.
• Familiarity with AEC project lifecycles, terminology, and business operations.

Why you'll love Stratus

• A team-oriented environment that values transparency, creativity, and shared success
• Meaningful career paths, leadership opportunities, and space to specialize
• Learning & Development Education and Professional Licensing
• We believe flexible, hybrid work supports the balance and well-being our team deserves
• Excellent Health Care Programs Medical, Dental, and Vision Insurance
• Company-paid Life Insurance, Short-Term Disability, and Long-Term Disability
• Voluntary Life Insurance options for employees, spouses, and dependents
• 401k Retirement Plan with employer match
• Paid Holidays & Competitive PTO plans