Project Administrator

Proactive and highly skilled in specializing in project team organization for multiple projects and clients. Proven abilities in developing positive relationships with multiple clients, consultants, and project teams. Facilitating project administration at a high level, analyzing, and reporting multiple project accounts under Principal supervision.

Required Experience

  • Minimum of 7 years administrative experience

  • Preferably architecture/construction related experience

Primary Responsibilities

  • Handles sensitive matters with complete confidentiality

  • Works with Administrative Services Manager in headquarter to resolve issues and identify resources

  • Facilitates in project set up and project approvals

  • Project organization and coordination with MG2’s departments (facilitates project start-up, green ink packages and prepares project number requests)  

  • Prepares and processes consultant and contractor contracts

  • Maintains project document management, contract and project electronic files

  • Participates in client / consultant standard invoicing process

  • Assists leader and managers with multiple client project account budgets

  • Assists leaders with pay applications, i.e. review, QA and process

  • Assists leaders with administrative tasks, prepares letters and transmittals

  • Processes check requests, i.e. contacts jurisdictions for information and process

  • Assists leader and managers with client billings, percent complete reports, and staffing utilization reporting when necessary

  • Assists with archiving and project closeout procedures (archiving submittal documents and electronic files)

  • Maintains and prints spreadsheets and reports

  • Maintains team calendar

  • Communication and document sharing with team members (including internal, client, consultants, contractors, etc.)

  • Meets team’s administrative needs

  • Meets team’s project / contract administrative needs

  • Manages multiple conflicting project priorities successfully and maintains composure

  • Produces professional, error-free documents using the current software technology

  • Prepares meetings in a timely manner

  • Prioritizes and completes tasks to deliver desired results within the allowed time frame

  • Understands the basic principles, practices, and techniques to automate office processes

  • Serves as a liaison for communication with clients when studio leads, principle, or managers is unavailable

  • Facilitates training for new administrative team members

  • Recognizes and supports the need for change

  • Acts as the team proponent for MG2’s high quality standards

Required Behaviors

  • Models firm’s Core Values.  We are CONFIDENT, CREATIVE, PASSIONATE, and TRUSTED.  We generate RESULTS.

Required Competencies

  • Written and verbal English skills

  • Smartsheet experience

  • Microsoft Office proficiency in Word, Excel, PowerPoint, and Outlook

  • AIA software experience

  • Sitefolio software experience

  • Mnet software experience

  • Newforma software experience

  • Deltek software experience (project management)

  • Strong communication skills (written and verbal)

  • Strong customer service skills

  • Strong attention to detail

  • Ability to multi-task

  • Excellent organizational skills

  • Ability to be a team player

  • Ability to meet deadlines

  • Decision making skills