Project Administrator / Office Manager

Job Description

Job Description

Role: Temporary position as a Project Administrator / Office Manager in our Rockville, MD location

Job Description:
As a Project Administrator you will be responsible for proofreading, formatting, and editing reports, letters and correspondence. Process and distribute proposals, reports, specifications, and other client deliverables. Maintain project files and records. Assist with project setup and tracking. Support bidding activities, bid analysis, and project documentation. Coordinate with project teams regarding budgets, schedules, and deliverables. Work with executives on receivables and client/project maintenance.

Key office Management responsibilities are:
Manage office facilities and day-to-day operations. Coordinate repairs and maintenance. Order and track office supplies. Support onboarding new hires. Manage vendor relationships. Assist with office setups and equipment. Maintain office policies in coordination with HR and leadership

Estimated temporary salary range for this position is $50,000  to $60,000The salary listed is an estimate and not guaranteed. The salary offered will vary based on experience, education, skills, abilities, and certifications/license.

DUTIES & RESPONSIBILITES: 

Essential Functions for All Technical Positions
 

• Assist with Coordinating and managing internal kick-off, milestone, and closeout meetings for projects, fostering effective communication and collaboration among team members and stakeholders. 
• Assist with and verifies schedules and ensure adherence to project plans and timelines, both internally and with external resources, to meet project objectives efficiently. 
• Conducts on-site inspections, documenting existing conditions and potential deficiencies, performing field testing, photographing, and creating hand-sketches. Observes/ tracks work in progress to ensure compliance with project specifications. 
• Recording accurate field measurements and performs calculations throughout the duration of the project.   
• Assists with preparing written correspondence with clients and contractors, maintaining clear and professional communication throughout the project lifecycle.  
• Basic understanding of investigation reports and bid documents, including drawings and technical specifications, to ensure accurate interpretation and implementation.  
• Communicate project status with team and proactively escalates any issues or discrepancies that arise. Escalate unresolved issues to their direct supervisor in a timely manner.  
• Maintain organized records, files, drawings, and other essential project data ensuring that they are appropriately filed within the company’s systems for easy accessibility and future reference.   
• Keep up to date with job knowledge and industry trends through active participation in educational workshops, reviewing professional publications, and engaging in professional societies and networks.  
• Engage in networking activities and represent the company at events, seminars, continuing education presentations. Actively seek marketing opportunities to promote the organization’s presence in the industry.  (Not limited to exclusive company events.) 
• Performs other duties as related to the position as assigned by the firm, demonstrating flexibility and adaptability to contributing to the overall success of the team.  

Special Requirements
Technical

• Basic understanding of Construction Plans, Specifications, and construction manuals.  
• Produces inspection field reports for clients, by thoroughly reviewing site observations, reporting findings and providing recommendations based upon professional judgement, while applying relevant codes and standards.
• Assist in reviewing and evaluating change orders, assessing their impact on the project scope, schedule and budget and providing recommendations to the team lead/ senior management. 
• Review payment applications, verifying the accuracy of work completed and materials supplied by contractors. 

Client Relations

• Participates in client meetings led by senior personnel, where active involvement is limited to taking meeting minutes, effectively communicating the meeting's agenda, and diligently following up with all stakeholders to ensure timely addressing of action items. 

Internal Team 

• Works closely with the team to understand the scope of work, budget, goals, deliverables, and timelines to ensure project success.  

Please be aware that this job description does not encompass an exhaustive list of activities, duties, or responsibilities expected of the employee. The nature of the role may necessitate additional responsibilities, and/or activities, which can occur at any time, with or without prior notice.

SUPERVISORY RESPONSIBILITIES: 

• This position has no supervisory responsibilities. 

QUALIFICATIONS:

Education

• Bachelor’s degree from a four-year college or university in Engineering, Architecture, Construction Management, or relevant work experience. 

Work Experience 

• In lieu of education, a minimum of two years of experience in an architectural and engineering consulting firm or construction-related field. 

Licenses & Certifications 

• For degree holders: Engineering/Architectural Intern or Engineering in Training Certification preferred.  
• OSHA-10 Certification
• Valid United States Driver’s License required, as this position requires travel to and from client sites. 

Skills

• Proficient written and verbal communication abilities. 
• Attention to detail and accuracy in project documentation and deliverables.  
• Strong project management and organizational skills and ability to handle multiple projects concurrently.  
• Knowledge of building codes, regulations, and standards.  
• Professional and courteous interaction with clients and colleagues.  
• Ability to attend client meetings and events, as needed.  
• Flexibility to work overtime, as needed.  
• Familiarity with drafting software for positions that utilize the software (AutoCAD, BricsCAD, Revit) for positions that utilize the software.  
• Strong teamwork and collaboration skills, fostering a positive and productive work environment, along with the ability to work both independently and collaboratively with team members from various disciplines. 
• Ability to work in the field and to travel outside local areas as workload and projects when needed.  
• Efficient time management skills while adhering to project budgets.  

PHYSICAL DEMANDS:

Lifting
 

• Must be able to lift and carry items weighing up to 40 lbs.

Height and Access Equipment

• Safe operation and use of ladders, scaffolds, and other access equipment as required. 
• Ability to work safely at heights.  

Outdoor Environment

• Exposure to prolonged periods outdoors, which might extend beyond 3 hours. 
• Ability to work in diverse weather conditions, including but not limited to: 

• Temperatures above 85&degree;F or below 40&degree;F. 
• High humidity levels (above 90%). 
• Adverse weather conditions like snow/ice, rain, and wind. 

Mobility

• Extended periods of standing and walking, possibly on uneven or challenging terrains. 

Flexibility in Scheduling

• Ability to adjust lunch hours based on project-specific demands, which might include working through regular lunch times. 

Who We Are 
At The Falcon Group, our mission is to deliver exceptional service across a broad range of industries, including multifamily, industrial, commercial, retail, hospitality, healthcare, and forensic/litigation support. Built on decades of experience, we provide a full spectrum of services, from architectural design to civil, structural, mechanical, electrical, and plumbing engineering, as well as construction administration and forensic assessments. This integrated approach allows us to deliver comprehensive, cost-conscious solutions to our clients’ most complex challenges. With a growing presence in key markets and multiple regional offices, we’re expanding rapidly and always looking for talented professionals to join our team. Guided by collaboration, innovation, and integrity, The Falcon Group provides the environment and support to help you thrive personally and professionally.

EMPLOYEE BENEFITS
We offer competitive salaries, professional work environments and a comprehensive benefits package. Benefits include Group Medical, Dental and Vision, 401k with employer match, Supplemental Life Insurance, AD&D, Legal Plan, Pet Insurance, Critical Illness, Hospital Indemnity and Accident Plans, Paid Holidays, Vacation, Sick time, Cell Phone Reimbursement and Continuing Education

Equal Opportunity Employer/ Veterans/ Disabled

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