Project Administrator - Architecture

Project Financial Administration

• Prepare monthly prebills and invoices for assigned projects
• Work with Project Managers to enter fixed fee percentages, percent complete information, and project budget changes needed for monthly revenue recognition
• Generate project financial reports in coordination with BHA leadership, including project variance, accounts receivable, and work in progress
• Provide Project Managers with timely and accurate financial information to help monitor project performance and maintain budget controls
• Respond to project financial inquiries and coordinate information with BHA leadership, senior staff, and Corporate Accounting
• Prepare monthly revenue projections using information provided by project leadership and submit required reports to Corporate
• Work with Project Managers to forecast future project costs, adjust budgets, and identify potential financial risks
• Ensure project accounting practices comply with company policies, client requirements, and applicable regulatory standards
• Prepare for and assist with internal and external audits related to project finances

Project Setup and Administration

• Cover project setup and encoding within BST, Newforma, and other company systems
• Verify that project information, billing terms, budgets, client contacts, consultant information, and contract requirements are accurately entered and maintained
• Maintain organized project, financial, contractual, and administrative records
• Prepare meeting agendas, meeting reports, action item lists, and related project correspondence
• Distribute meeting documentation and assist Project Managers with tracking outstanding action items
• Provide Project Managers and BHA leadership with general administrative support throughout the life of a project

Contracts and Agreements

• Prepare and edit AIA agreements, consultant agreements, amendments, and other contract documents under the direction of BHA leadership and Project Managers
• Incorporate approved scope, fee, schedule, insurance, and other project requirements into contract documents
• Cookordinate contract review, execution, distribution, and recordkeeping
• Maintain current contract templates and track the status of agreements and amendments

Project Bidding

• Cookordinate administrative requirements associated with public and private project bidding
• Assist with bid advertisements, distribution of bidding documents, bidder communications, addenda, prebid meetings, bid openings, and post bid documentation
• Cookordinate bidding activities with Project Managers, consultants, owners, contractors, and document distribution services
• Confirm that required bidding records and documentation are complete and properly maintained

Client and Team Coordination

• Serve as an administrative contact for clients, consultants, contractors, and internal project team members
• Cookordinate meetings, schedules, document distribution, and routine project communications
• Respond to administrative questions and direct technical or contractual questions to the appropriate Project Manager or BHA leader
• Support consistent and professional communication with clients throughout the project

Market Sector and BHA Support

• Aid Market Sector Leaders with recurring reports, project information, sales tracking, backlog information, forecasts, and other required documentation
• Maintain organized records of market opportunities, contracts, qualifications, and reporting requirements
• Provide general administrative support to BHA leadership and other members of the company
• Support company meetings, planning activities, and special initiatives

Sales and Proposal Support

• As Company Needs Require, This Position May Also Coordinate proposal schedules, submission requirements, forms, resumes, project descriptions, and team information
• Aid sales tracking, client follow up activities, and business development reporting
• Maintain marketing and qualifications information for BHA
• Aid with conference registration, exhibit coordination, presentation materials, and conference attendance
• Perform other related responsibilities as assigned