Project Admin / Construction Admin

Job Description

Job Description

Project Administrator

SUMMARY:

The Project Administrator serves as support to the architecture and/or MEP team in all phases of

projects. This role manages project-related paperwork by ensuring all necessary materials are

current, properly filed, and stored. The Project Administrator directs project correspondence by

preparing and reviewing specifications, project meeting minutes, assessment reports, and e-mails.

This position coordinates and tracks shared electronic documentation with project teams, clients,

and consultants. The Project Administrator communicates with other disciplines, vendors, and

contractors to ensure project requirements are met.

REQUIRED EDUCATION & KNOWLEDGE:

 High school diploma minimum. College degree preferred.

 5+ years of project support experience.

 5+ years of experience in architecture, engineering, or related professional service field.

 Advanced knowledge of administrative practices and procedures.

 Construction Administration (CA) processes knowledge is preferred.

 Proficient in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.

 Newforma and E-Builder software experience is preferred.

DUTIES & RESPONSIBILITES:

 Transmits project RFIs, submittals, meeting minutes, and design packages via

Newforma to the client and project team.

 Maintains project RFI, submittal, and deliverable logs.

 Compiles project specifications and issues specification book.

 Obtains signed consultant contracts & files COIs during project setup.

 Designs and distributes project related reports per Project Manager request.

 Assists project team by composing correspondence, proposals and agreements, project

progress reports, performs data entry, and maintains project files.

 Serves as meeting coordinator for client, departmental, and/or office meetings.

 Attends meetings as required, taking minutes and following-up on open items.

 Maintains department contact list – clients, vendors, contractors, etc.

 Supports front desk with additional administrative tasks and related duties as needed.

 Looks for ways to improve department processes to ensure optimum efficiency and profitability.

 Coordinate department lunch & learns with vendors.

 Drives utilization and implementation of Newforma and e-Builder.

ATTRIBUTES & ABILITIES:

Committed to exceptional external and internal client service.

Ability to collaborate with multiple disciplines across the project team at all levels.

Project Administrator

Results driven by properly planning, prioritizing, and meeting deadlines.

Ability to multitask and work in fast-paced environment.

Ability to independently prioritize tasks.

Highly organized and detail oriented.

Ability to communicate effectively, both verbal and written.

Excellent writing, editing, and proofreading skills.

Fast learner with ability to adapt and work independently or in team environment.

COMPANY CULTURE:

 Demonstrates strong communication and relationship management skills.

 Team focused with ability to collaborate well with internal and external team members.

 Effective listener and clear communicator.

 Respects the time of others; schedules and attends meetings timely and comes prepared.

 Acts with integrity, professionalism, and confidentiality.

 Maintains a high degree of confidentiality and adherence to practice of business ethics.

 Promotes and upholds the Johnston culture. Trust. Respect. Integrity.

 Embodies the attributes of an “Ideal Team Player” (Humble, Hungry, People Smart).

Johnston provides equal employment opportunities (EEO) to all employees and applicants for employment without

regard to race, color, religion, marital status, sex, sexual orientation, gender identity, genetic information, pregnancy,

national origin, age, disability, or protected veteran status. In addition to all Presidential Executive Orders and federal

law requirements, Johnston complies with applicable state and local laws governing nondiscrimination in employment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.