As the Project Assistant, you will provide overall administrative and project related support to an interdisciplinary architectural and engineering team.
WHAT YOU WILL DO:
Coordinate the day-to-day flow of the team’s information both internally and with other organizations.
Manage client contact information and maintain project files.
Schedule meetings for Team Leader and project teams and ensure spaces and resources are ready.
Assist with business travel arrangements when necessary.
Manage time to ensure ability to back up Receptionist duties as scheduled and back up of other Project Assistants as needed.
Maintain team opportunities and project information in Deltek Vision.
Prepare contracts using American Institute of Architect (AIA) software
Prepare project specification/project manuals using BSD Speclink software.
Track and process shop drawings and Requests for Information (RFIs).
Track, organize, and file certificates of insurance.
Work in partnership with the Practice Leader, Team Leader, Project Managers, and other team members to ensure that all project information is accurate and meets the quality requirements for assigned areas of responsibility before being communicated outside the office.
Use software programs to prepare spreadsheets, do word processing, maintain databases, and execute other applications.
Master office functions and the regular use of office equipment such as copiers, scanners, projectors, phone systems, Skype, and GoToMeeting. Learn and operate new office technologies as they are developed and implemented in the office to ensure they provide a quality experience for team members and clients.
Create, compose, and review administrative correspondence and technical documents with thorough audit and application of formatting, grammar, spelling, and punctuation to ensure company standards are being met.
Work with Team Leader and Project Managers to ensure that all project data in Deltek Vision is correct, including project number, budget, and schedule.
Commitment to Client Service
Foster a commitment to external and internal client service.
Handle telephone, email and personal contact with internal employees and external clients.
Maintain extensive contact and communication with external clients in a highly professional manner.
Serve as the meeting coordinator for client, team, and office meetings.
Provide hospitality relief duties for your team when Hospitality Team is busy or away.
Provide a welcoming first impression and experience for visitors and new employees when they arrive to our company and leave them with a positive, lasting impression when they depart.
Support marketing opportunities and interview preparation.
Track business development opportunities in Deltek CRM. YOUR QUALIFICATIONS:
High school diploma required. Associate or bachelor’s degree preferred.
Minimum of five years of experience of relevant office experience.
Proficiency in Microsoft Office, including Word, Excel, and Outlook.
Previous experience in an architecture, engineering, construction or related professional service related firm preferred.
Outstanding communication skills, including strong verbal and written skills with regards to formatting, grammar, spelling, and punctuation.
Excellent interpersonal and collaboration skills and the ability to interact with a diverse range of internal and external clients at all levels within our firm and external organizations.
Ability to work under pressure in a fast-paced professional services environment focused on meeting client expectations, priorities, and deadlines.
Ability to work independently and reliably with minimal supervision in a trust-based matrix structure.
Ability to maintain a high degree of confidentiality regarding all employee and corporate matters and strong adherence to the practice of business ethics.