Project Administrator

Firm Overview

With over 30 years of practice, this 100+ award-winning architecture firm is nationally recognized in programming, planning + design for the healthcare, science & technology, higher education, K-12, and civic sectors. The firm's expertise includes transformative projects for schools of medicine and the health professions, advanced research and teaching laboratories, leading-edge museums and civic landmarks, tech-offices, and innovative clinical facilities on higher ed, healthcare, and urban campuses.


Job Purpose

The Project Administrator supports multiple project teams by managing documentation, coordinating workflows, and providing administrative support throughout the design and construction process. This role helps ensure projects run smoothly by maintaining accurate records, facilitating communication, and proactively addressing issues as they arise.

You'll thrive in this role if you are an effective communicator, highly organized, and comfortable juggling multiple priorities in a fast-paced, project-driven environment.

Key Responsibilities

• Provide administrative support to multiple project teams during design and construction.
• Own the filing and maintenance of accurate project logs and documentation.
• Support projects in the construction phase, including processing RFIs, submittals, bulletins, and change orders.
• Assist with meeting coordination, including scheduling, setup, and attending select meetings as needed.
• Prepare agendas, meeting minutes, and other project-related documentation.
• Compile and assemble reports and presentations.
• Create, format, and proofread project documents and general correspondence (agendas, minutes, comment matrices, programming documents).
• Edit and coordinate project specifications, and help create sheet lists and collect milestone drawings for submissions in collaboration with the specifications writer.
• Provide occasional backup to office administration, including reception and meeting support, as needed.

What We're Looking For

• 5+ years of project administration experience, preferably within an architectural, engineering, or construction environment.
• Experience supporting medium-to-large projects in the construction administration. (Healthcare experience or complex project experience preferred)
• Proficiency in Microsoft Office (Word, Excel, Outlook; PowerPoint a plus); familiarity with tools such as Bluebeam and Newforma is highly desirable.
• Strong time-management skills and the ability to shift priorities quickly while maintaining accuracy and attention to detail.
• Demonstrated ability to handle sensitive and confidential information with discretion.
• A self-directed, proactive, and detail-oriented problem solver who consistently produces timely, high-quality deliverables.
• Excellent verbal and written communication skills, with the ability to build collaborative working relationships and provide exceptional internal and external customer service.
• Ability to recognize and surface issues before they become significant, and to assist in determining practical methods for resolution.

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