Project & Office Administrator (TX)
Salas O'Brien · Addison, TX · 3 wk ago
HybridDesign$54k–$67k/yrFull-time
We need to output HTML fragment with headings for sections: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. Only include sections that have real specific content. We must not repeat job title as heading. Must not include Job ID etc. Remove boilerplate.
We need to parse the posting.
Content:
- About Us: description of company. Could be "About the role"? Actually "About Us" is about company, not role. The instruction: use headings for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). So we need to map content to these headings. "About Us" could be considered "About the role"? Not exactly. The posting includes "About Us" describing company. Might be appropriate to put under "About the role"? But they said "About the role" as example; we could use "About the role" heading and put the company description there? However they said do NOT repeat the job title as a heading. It's fine.
We have "Job Description" paragraph describing role. That could be "About the role". Then "Job Duties" split into Project Administration & Coordination (80%) and Office Administration (20%). That's responsibilities. So we can put under
for sections: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. Only include sections that have real specific content. We must not repeat job title as heading. Must not include Job ID etc. Remove boilerplate.
We need to parse the posting.
Content:
- About Us: description of company. Could be "About the role"? Actually "About Us" is about company, not role. The instruction: use headings for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). So we need to map content to these headings. "About Us" could be considered "About the role"? Not exactly. The posting includes "About Us" describing company. Might be appropriate to put under "About the role"? But they said "About the role" as example; we could use "About the role" heading and put the company description there? However they said do NOT repeat the job title as a heading. It's fine.
We have "Job Description" paragraph describing role. That could be "About the role". Then "Job Duties" split into Project Administration & Coordination (80%) and Office Administration (20%). That's responsibilities. So we can put under Responsibilities
with two sub-sections? Could use - for list items. We need to preserve all substantive info.
Then "Qualifications" section includes bullet list of qualifications: Positive attitude..., Understanding..., Strong organizational..., Good communication..., Excellent attention..., Proficient..., Experience..., Experience..., Experience..., etc. Also "Location Addison, TX Work Type: Hybrid (3 days in office : 2 days remote). Travel: No". That could be under "Schedule"? Actually schedule is about work type/hybrid. Pay is compensation. Benefits is separate.
We have "Compensation & Benefits" with salary range and benefits list. So we need Pay section with salary range. Benefits section with list of benefits.
We also have "Location Addison, TX Work Type: Hybrid (3 days in office : 2 days remote). Travel: No". That could be under Schedule (work type) or maybe a separate section but we only have allowed headings. Could put under Schedule: hybrid schedule.
We must not include sections with filler like "commensurate with experience". We have actual salary range, so Pay section is valid.
We must not include Benefits section if not specific; we have specific benefits list, so include.
We must not include "Qualifications" if it's just generic? We have qualifications list, so include.
We must not include "Skills" if we have skills list separate? The qualifications list includes skills like MS Office, Adobe Acrobat, etc. Could treat as Skills section. But we already have Qualifications. Might combine? The instruction: prefer a few substantive sections over many thin ones. So we could have sections: About the role, Responsibilities, Qualifications & Skills, Pay, Benefits, Schedule. But we need to use allowed headings exactly: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. We can omit some if no content. We need to decide mapping.
We have:
- About the role: company description + job description paragraph.
- Responsibilities: duties list (project admin and office admin).
- Requirements: maybe the qualifications that are required? Could include "Positive attitude and outgoing personality", "Understanding of the AEC design and construction process is desired", "Strong organizational and time management skills", "Good communication skills", "Excellent attention to detail". Those are more like requirements.
- Qualifications: maybe the education/experience? Not given. Could treat the experience with software as qualifications.
- Skills: proficiency in MS Office, Adobe Acrobat, Bluebeam, project management software, Deltek Vantagepoint.
But we have overlapping. To avoid thin sections, we could combine Requirements and Qualifications into one? But headings are fixed; we could still include both if they have content.
We need to preserve all substantive information. So we must not lose any detail.
Let's extract all substantive info:
Company description (About Us):
- Salas O'Brien dedicated to engineering for impact.
- Mission to make a difference.
- Values: inspiration, achievement, connection.
- Foster collective ownership and sustainable future.
- Established 1975.
- Employee-owned engineering and professional services firm.
- Focus on creating impact for clients, team members, world.
- Today's challenges bring tomorrow's opportunities.
- Design innovative lasting solutions.
- Specialize in creating environments where people connect, perform, thrive.
- Team consults on projects ranging from performing arts centers and universities to corporate campuses, cultural venues, entertainment destinations.
- Integrate technology, acoustics, lighting and theatre systems to help clients deliver experiences that inspire and engage.
Job Description paragraph:
- The Project Administrator / Office Administrator plays a key role in supporting both project delivery and daily office operations for our Acoustics, Technology, and Specialty Consulting teams.
- Approximately 80% of this role is dedicated to project administration activities that support Project Managers and design teams in the successful delivery of consulting projects within the architecture, engineering, and construction (AEC) industry.
- The remaining 20% focuses on office administration responsibilities that help maintain an efficient, organized, and welcoming workplace environment.
- The successful candidate will be a highly organized, detail-oriented individual who enjoys working with multiple project teams, managing information, and supporting people in a fast-paced professional environment.
- Familiarity with the AEC industry and the design and construction process is desired but not required.
Job Duties (Project Administration & Coordination approx 80%):
- Assist Marketing, Finance and the design team in tracking projects from inception to close-out.
- Assist project managers with project tracking in Wrike (our project management software).
- Attend weekly internal workload meetings.
- Lead document tracking and electronic filing of RFIs and Submittals.
- Maintain project contact lists and distribution lists.
- Assist with project release coordination, including spec formatting and document uploads.
- Assist with deliverable checklists and internal QA/QC coordination.
- Help coordinate project closeout tasks, record documents, and file archiving.
Office Administration (approx 20%):
- Serve as the primary point of contact for day-to-day office administrative needs.
- Manage office supply inventory and coordinate purchasing of office supplies and consumables.
- Coordinate incoming and outgoing shipping, courier services, and package distribution.
- Act as the liaison between office staff and building management for facility-related issues.
- Coordinate office safety programs.
- Welcome and assist visitors, clients, vendors, and interview candidates, ensuring a positive office experience.
- Coordinate Lunch & Learns with vendors.
- Coordinate office events, team gatherings, and employee engagement activities.
- Help maintain a professional, organized, and functional office environment.
- Support employee onboarding activities, including workspace preparation and coordination of office resources.
Qualifications (list):
- Positive attitude and outgoing personality
- Understanding of the AEC design and construction process is desired
- Strong organizational and time management skills
- Good communication skills (written, email, messaging)
- Excellent attention to detail
- Proficient in MS Office (Word, Excel, PowerPoint, Teams)
- Experience with Adobe Acrobat and Bluebeam preferred
- Experience with project management software preferred (Wrike, Asana, Monday.com, Smartsheet)
- Experience with Deltek Vantagepoint a plus
Location: Addison, TX
Work Type: Hybrid (3 days in office : 2 days remote)
Travel: No
Compensation & Benefits:
- Expected base salary range: $54,000 - $67,000 USD per year depending on experience.
- Actual compensation determined based on skills, experience, qualifications, location.
- Eligible for performance-based bonuses and a comprehensive U.S. based benefits package, including:
- Medical, dental, and vision insurance
- 401(k) with company match
- Paid time off and company holidays
- Wellness programs and employee assistance resources
- Professional development support
- Benefits For more information, visit our full benefits overview here.
We must not include boilerplate like Equal Opportunity Employment Statement. Remove that.
Now map to headings.
About the role: combine company description + job description paragraph.
Responsibilities: duties list (both project admin and office admin). Could split into two sub-lists but still under responsibilities.
Requirements: maybe the "Positive attitude..." etc? But those are also qualifications. However we have separate Qualifications and Skills headings. Let's assign:
- Requirements: maybe the mandatory items: Positive attitude and outgoing personality, Strong organizational and time management skills, Good communication skills, Excellent attention to detail. Also "Understanding of the AEC design and construction process is desired" maybe desired not required. Could still be requirement? We'll treat as requirement.
- Qualifications: maybe the experience/education items: Experience with Adobe Acrobat and Bluebeam preferred, Experience with project management software preferred, Experience with Deltek Vantagepoint a plus. Also maybe "Familiarity with the AEC industry and the design and construction process is desired but not required." That could be qualifications.
- Skills: proficiency in MS Office (Word, Excel, PowerPoint, Teams). Also maybe "Experience with project management software" could be skill but we already used.
But we risk duplication. However we must preserve all info; duplication is okay as long as we don't lose info. But we should avoid repeating same content multiple times? Not prohibited but better to avoid redundancy. However we need to include all info; we can spread across sections.
Let's decide:
About the role: company description + job description paragraph.
Responsibilities: duties list (both categories).
Requirements: Positive attitude and outgoing personality; Strong organizational and time management skills; Good communication skills (written, email, messaging); Excellent attention to detail.
Qualifications: Understanding of the AEC design and construction process is desired; Experience with Adobe Acrobat and Bluebeam preferred; Experience with project management software preferred (Wrike, Asana, Monday.com, Smartsheet); Experience with Deltek Vantagepoint a plus.
Skills: Proficient in MS Office (Word, Excel, PowerPoint, Teams).
Pay: salary range.
Benefits: list of benefits.
Schedule: Location Addison, TX; Work Type Hybrid (3 days in office : 2 days remote); Travel: No.
We must not include headings with filler. All have specific content.
Now produce HTML fragment.
Use
for each heading. Then content: for lists use - . For prose use
.
We need to ensure we don't include any markdown fences.
Let's craft.
First, About the role: we need to include company description and job description paragraph. Could be two paragraphs.
We'll put
for company description, then
for job description.
Company description: combine the About Us paragraph(s). We'll write as one paragraph maybe multiple sentences.
Job description paragraph: the paragraph describing role.
Now Responsibilities: we need to list duties. Could separate into two subheadings? Not allowed; we can just list all duties in one
. But we might want to keep distinction? Not required. We'll list all duties.
We'll include each duty as - .
We need to include both project admin and office admin duties.
List them:
- Assist Marketing, Finance and the design team in tracking projects from inception to close-out.
- Assist project managers with project tracking in Wrike (our project management software).
- Attend weekly internal workload meetings.
- Lead document tracking and electronic filing of RFIs and Submittals.
- Maintain project contact lists and distribution lists.
- Assist with project release coordination, including spec formatting and document uploads.
- Assist with deliverable checklists and internal QA/QC coordination.
- Help coordinate project closeout tasks, record documents, and file archiving.
- Serve as the primary point of contact for day-to-day office administrative needs.
- Manage office supply inventory and coordinate purchasing of office supplies and consumables.
- Coordinate incoming and outgoing shipping, courier services, and package distribution.
- Act as the liaison between office staff and building management for facility-related issues.
- Coordinate office safety programs.
for each heading. Then content: for lists use - . For prose use
.
We need to ensure we don't include any markdown fences.
Let's craft.
First, About the role: we need to include company description and job description paragraph. Could be two paragraphs.
We'll put
for company description, then
for job description.
Company description: combine the About Us paragraph(s). We'll write as one paragraph maybe multiple sentences.
Job description paragraph: the paragraph describing role.
Now Responsibilities: we need to list duties. Could separate into two subheadings? Not allowed; we can just list all duties in one
. But we might want to keep distinction? Not required. We'll list all duties.
We'll include each duty as - .
We need to include both project admin and office admin duties.
List them:
- Assist Marketing, Finance and the design team in tracking projects from inception to close-out.
- Assist project managers with project tracking in Wrike (our project management software).
- Attend weekly internal workload meetings.
- Lead document tracking and electronic filing of RFIs and Submittals.
- Maintain project contact lists and distribution lists.
- Assist with project release coordination, including spec formatting and document uploads.
- Assist with deliverable checklists and internal QA/QC coordination.
- Help coordinate project closeout tasks, record documents, and file archiving.
- Serve as the primary point of contact for day-to-day office administrative needs.
- Manage office supply inventory and coordinate purchasing of office supplies and consumables.
- Coordinate incoming and outgoing shipping, courier services, and package distribution.
- Act as the liaison between office staff and building management for facility-related issues.
- Coordinate office safety programs.
. We need to ensure we don't include any markdown fences. Let's craft. First, About the role: we need to include company description and job description paragraph. Could be two paragraphs. We'll put
for company description, then
for job description. Company description: combine the About Us paragraph(s). We'll write as one paragraph maybe multiple sentences. Job description paragraph: the paragraph describing role. Now Responsibilities: we need to list duties. Could separate into two subheadings? Not allowed; we can just list all duties in one
- . But we might want to keep distinction? Not required. We'll list all duties.
We'll include each duty as
- . We need to include both project admin and office admin duties. List them: - Assist Marketing, Finance and the design team in tracking projects from inception to close-out. - Assist project managers with project tracking in Wrike (our project management software). - Attend weekly internal workload meetings. - Lead document tracking and electronic filing of RFIs and Submittals. - Maintain project contact lists and distribution lists. - Assist with project release coordination, including spec formatting and document uploads. - Assist with deliverable checklists and internal QA/QC coordination. - Help coordinate project closeout tasks, record documents, and file archiving. - Serve as the primary point of contact for day-to-day office administrative needs. - Manage office supply inventory and coordinate purchasing of office supplies and consumables. - Coordinate incoming and outgoing shipping, courier services, and package distribution. - Act as the liaison between office staff and building management for facility-related issues. - Coordinate office safety programs.