Project Administrator - Smart Buildings

About the role

This position will provide administrative support to project team members and leadership. The role involves remote work with occasional client and on-site visits. The Project Administrator supports project delivery, operational coordination, and marketing/pursuit activities for the Smart Buildings team.

Responsibilities

• Coordinate with internal and external team members to obtain and collate project updates, deliverables, and weekly recaps to prepare weekly project status email.
• Organize and set up onsite/virtual project meetings as needed and coordinate scheduling across internal staff and external client representatives.
• Serve as the primary coordinator for meeting documentation by capturing notes, coordinating SME review, and distributing finalized summaries and action items.
• Ensure client-facing reports meet standards by coordinating inputs, proofreading, formatting, and serving as a final quality checkpoint before delivery.
• Support proposal and contracting efforts.
• Prepare team memos and presentations.
• Review, research, and respond to consultant statements, including working with accounting to resolve issues.
• Support the Practice and Operations leaders in reviewing project/program performance.
• Aid Project Managers in the review/approval of consultant invoices.
• Maintain records for financial status of projects.
• Work with individual Project Managers to prepare approvals for additions to scope of work and approve and process payables for our services.
• Set up and maintain project files according to firm standards.
• May assist with other marketing-related tasks including proposal presentations when requested.
• Serve as the “librarian” for Smart Buildings processes, procedures, templates, and documentation by organizing, maintaining, and continuously improving access to internal resources and standards.
• Work with practice leaders and subject matter experts to document and formalize workflows, templates, and internal guidance materials to ensure they remain accurate, accessible, and easy to use.
• Support team onboarding by helping new staff become familiar with Smart Buildings tools, templates, workflows, and resources and ensuring they can quickly navigate team processes and documentation.
• Assist with offboarding coordination for Smart Buildings tools, documentation, and resource access where not handled through firmwide processes.
• Support operational reporting by gathering and organizing project and operational data from systems such as Deltek and other sources, and assisting with the creation and refresh of dashboards and reports using Excel and Power BI.
• Maintain and distribute operational dashboards and reporting outputs to help leadership monitor project, operational, and pursuit activities.
• Develop and maintain “how-to” guides and documentation for commonly used team tools, workflows, and reporting processes.
• Travel as needed.
• Other duties as assigned.

Requirements

• High School Diploma required. Associate’s degree preferred.
• Minimum of 4 years of experience performing in related roles required.
• Experience working in the architecture/engineering/interior design industry preferred.
• Strong verbal and written communication skills as well as presentation skills.
• Ability to work in a team setting, strong time management and organizational skills.
• Ability to handle multiple projects to meet required deadlines.
• Accuracy / Detail-oriented and ability to follow through on a timely basis.
• Strong proficiency in Microsoft Office Suite including word, excel and PowerPoint.
• Experience organizing information, documentation, and templates in a structured and accessible way is highly valued.
• Comfort working with project and operational data, including exporting data from systems, organizing it in Excel, and supporting reporting workflows using tools such as Power BI.
• Procore and Newforma software experience a plus.
• Experience with video and audio meeting technologies.
• SmartSheet schedule development experience preferred.
• Interest in the architecture, engineering, and built environment technology space is strongly preferred.

Skills

• Strong verbal and written communication skills.
• Presentation skills.
• Teamwork and collaboration.
• Time management and organization.
• Attention to detail.
• Proficiency in Microsoft Office Suite.
• Project management and coordination.
• Ability to handle multiple projects simultaneously.
• Ability to organize and manage project files.
• Ability to develop and maintain “how-to” guides and documentation.
• Ability to work with project and operational data.
• Ability to use Power BI for data analysis.
• Ability to use Procore and Newforma software.
• Ability to use video and audio meeting technologies.
• Ability to work in a start-up culture.

Benefits

The hourly range for this position is $28.75 to $35.94. This salary range is the range we believe is the anticipated range of possible base compensation at the timing of the posting. We may ultimately pay more or less than the anticipated salary range for the position. Employees may be eligible for discretionary bonuses. We offer a full benefit package including medical, dental and vision coverage and flexible spending account options and voluntary insurances. We have paid time off, flex-time schedules, remote work options and a 401k plan and employee perk programs. For a general overview of our benefits, please visit our careers page at https://www.cannondesign.com/careers/benefits.

Pay

The hourly range for this position is $28.75 to $35.94.

Schedule

Remote work with occasional client and on-site visits.

Qualifications

Candidates must have a High School Diploma and at least 4 years of experience performing in related roles. An Associate’s degree is preferred. Experience working in the architecture/engineering/interior design industry is preferred. Strong verbal and written communication skills, as well as presentation skills, are required. Ability to work in a team setting, strong time management and organizational skills, and accuracy / detail-oriented are essential. Strong proficiency in Microsoft Office Suite including word, excel and PowerPoint is required. Experience organizing information, documentation, and templates in a structured and accessible way is highly valued. Comfort working with project and operational data, including exporting data from systems, organizing it in Excel, and supporting reporting workflows using tools such as Power BI is preferred. Procore and Newforma software experience is a plus. Experience with video and audio meeting technologies is preferred. SmartSheet schedule development experience is preferred. Interest in the architecture, engineering, and built environment technology space is strongly preferred.

Company Information

About Our Firm: As part of CannonDesign’s industry-leading consulting family, The Clarient Group is a leader in Smart Building consulting. We bring a systems engineering approach to buildings — aligning IT, operational technology, and human experience to create integrated environments that deliver performance, sustainability, and long-term value. Our projects span commercial office, healthcare, science & technology, education, and civic environments, where we design and deliver smart building strategies, integration frameworks, and data-driven solutions.

About Working Here: We are a start-up culture in an established firm: nimble, energetic, innovative and fun. We are relentless in our pursuit of client adoration (not simply satisfaction). Consistent delivery of the best service is what we are about. We are committed to ensuring our practice provides equal opportunities for all employees, as we strive to connect with communities around us and focus on the future of design.

We support equity, diversity, and inclusion efforts that benefit all employees through the leadership of our DEI Council, our Employee Resource Groups which are open to everyone, and other community initiatives. We’re about communication and transparency here. If you want to talk to someone about an idea you have, or a challenge that needs addressing, we’re ready for you. Please note that candidates can only apply to our positions on our company Careers site. It's not uncommon for scammers to create positions that look legitimate on other sites; never enter your information or apply for CannonDesign positions on any platform. Should an issue arise that you feel we should be aware of, please contact us.