Project Administrator

Job Description

Job Description

Architecture and design firm seeking an experienced Project Administrator with 5 years of AEC experience

About the Opportunity

A nationally recognized, award-winning architecture and interior design firm located in the Cumberland/Smyrna area of Atlanta is seeking an experienced Project Administrator to join their team. This firm has built a decades-long reputation for delivering purposeful, high-quality design across multiple market sectors, and they are looking for a seasoned coordination professional who can step in and immediately contribute to a fast-moving, collaborative project environment.

This is a full-time, hybrid role (4 days onsite, 1 day remote) for a mid-career AEC professional who thrives in a structured, documentation-driven environment and takes pride in keeping complex projects organized, on schedule, and running smoothly.

The Role

Reporting to the Project Director or Project Manager, the Project Administrator serves as the operational backbone of the project team. This individual manages the full documentation lifecycle across multiple concurrent projects, facilitates communication between internal teams, clients, and consultants, and ensures that every project file, log, schedule, and deliverable is accurate, current, and accessible.

This is not an entry-level position. The firm is looking for someone who has been in the room, who understands RFIs, submittals, change orders, and contract administration, not from coursework but from hands-on experience inside an architecture, engineering, or construction firm.

What You Will Do:

Project Administration and Documentation

• Establish and maintain comprehensive digital and physical project files with proper organization, version control, and accessibility
• Track and distribute project documents including drawings, specifications, RFI logs, submittal logs, meeting minutes, and change orders
• Manage project-related correspondence including formatting and distributing letters, memos, and emails
• Maintain and update project schedules, task lists, and deadlines; proactively alert Project Managers to potential conflicts or delays
• Coordinate and prepare project reports, presentations, and proposals as requested by project teams
• Assist with contract administration tasks including tracking project phases, invoicing support, and consultant agreements
• Prepare and process project-related expense reports and purchase orders
• Prepare and distribute meeting agendas, take detailed meeting minutes, and ensure action items are documented and followed up on
• Organize and maintain contact lists for project teams and external stakeholders
• Assist with preparation for client presentations and reviews

Communication and Coordination

• Serve as a central point of contact and communication hub between the project team, clients, consultants, and internal departments
• Facilitate timely information flow to keep all stakeholders aligned and informed
• Maintain organized workflows that support on-schedule, within-scope project delivery

What You Bring

• Bachelor's degree in Architecture, Interior Design, Construction Management, or a related field from an accredited institution preferred
• Approximately 5 years of project coordination or project administration experience within an architecture, engineering, interior design, or construction firm -- this is a firm requirement
• Demonstrated hands-on experience with RFIs, submittals, change orders, and contract administration in a professional AEC environment
• Strong command of project documentation systems, version control, and digital file management
• Proficiency with project management and AEC software (Deltek, Procore, Newforma, or similar)
• Excellent written and verbal communication skills -- able to draft professional correspondence, summarize meetings, and communicate clearly across all levels
• Highly organized, detail-oriented, and capable of managing multiple projects simultaneously without dropping the ball
• Proactive problem-solver who raises coordination issues early and helps drive resolution
• Professional, collaborative, and comfortable building rapport with clients, consultants, and internal colleagues

What Sets the Right Candidate Apart

• Experience working inside an architecture or interior design firm specifically (not just construction or general contracting)
• Familiarity with the full project lifecycle from programming and design through construction administration
• Pursuit of architectural licensure (AXP hours or ARE preparation) is a plus but not required
• Bilingual (English/Spanish) is a plus

Compensation and Details

• Compensation: Commensurate with experience; competitive for the Atlanta AEC market at the 5-year experience level ($50-57K)
• Location: Smyrna, GA (Cumberland area) -- hybrid schedule, 4 days onsite / 1 day remote
• Schedule: Monday through Friday, standard business hours
• Classification: Full-Time, Exempt
• Engagement: Direct hire through our client