Project Administrator

Responsibilities

• Aid project managers in tracking project progress and maintaining project documentation.
• Collaborate with project teams and various departments to support day-to-day project administration and reporting requirements.
• Manage and maintain project filing systems, including both electronic and paper records.
• Serve as a contact for transferring files, documents, drawings with external consultants and clients; manage distribution of these to the team.
• Schedule, coordinate, and support project meetings under the direction of the project manager.
• Aid project accountants with invoicing activities and joint venture fee split documentation, when applicable.
• Support the consultant agreement process by tracking agreement status, coordinating comments from project managers and consultants, and facilitating review by HOK’s Legal Department prior to final execution.
• On public projects, track required MBE, WBE, and DBE consultant involvement on the project; provide timely reports to public agencies as required.
• May also need to establish files and procedures for annual audits by the public agency (or agencies) involved.
• Attend project and client meetings as needed to record and distribute meeting minutes.
• Draft correspondence and letters to clients and perform other administrative support functions, as required.
• Take personal responsibility for fostering a green workplace through sustainable work practices.

Requirements

• Bachelor’s degree in Business Administration, Project Management, Communications, or a related field preferred; equivalent education and experience will be considered.
• Minimum of five years of related administrative, project coordination, or project support experience.
• Strong organizational, communication, and document management skills.
• Proficiency with Microsoft Office Suite and project administration software.
• Experience supporting architecture, engineering, construction, or professional services projects is preferred.
• Experience with Sports + Recreation + Entertainment project experience helpful.

Qualifications

• Must be able to work independently and as part of a team.
• Must have excellent interpersonal and communication skills.
• Must be proficient in Microsoft Office Suite and project administration software.
• Must be able to manage multiple tasks simultaneously and prioritize effectively.
• Must be able to handle confidential information with discretion.

Skills

• Project Coordination
• Document Management
• Meeting Coordination
• Client Communication
• Financial Management
• Legal Compliance
• Green Workplace Practices

Benefits

• Hybrid Work Environment
• 10 Paid Holidays (including 2 Floating Holidays)
• Minimum of 4 Weeks of Paid Time Off with a Cash Out Option
• Comprehensive Medical, Dental, and Vision Coverage
• Free Mental Wellness Resources
• Life and AD&D Coverage
• Short and Long-Term Disability Benefits
• 4 Weeks of Paid Parental Leave
• Fertility Coverage
• Matching Contributions to 401(K) Plan

Pay

Competitive salary commensurate with experience.

Schedule

Hybrid schedule with flexible work arrangements.