We are seeking a highly organized and proactive Project Design Admin Assistant to join our dynamic team. In this role, you will be the backbone of our project management and administrative operations, ensuring seamless coordination between design teams, clients, and vendors. Your energetic approach and attention to detail will help drive project success from inception through completion. This paid position offers an exciting opportunity to develop your office management skills while supporting innovative design projects. Landscape and Construction industry experience is a plus as well as English and Spanish speaking.
Essential Duties and Responsibilities: To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Role:
Manage all project communications : Provide accountable project notes, submitted into Asana, CompanyCam, Instagant, Google Suite, Dropbox, Docusign, Quickbooks and other tracking platforms, both server based and mobile/tablet.
Admin Support: Monitor communications, Calendar, timesheet entry. Work with Design Team and provide Admin support as needed.
Learn/Memorize clients and their projects details Manage multiple projects with various ranges of scopes of work.
Ensure clients receive superior service and appropriate level of communication. Develop effective, professional relationships with client asset managers.
Ensure contractors in territory complete projects on time and on budget. Complete all project schedules for incoming design and installation projects.
Manage project schedules insuring a minimum slip in schedule Manage orders, email and phone effectively and on time, ensuring each order is completed on time, every time.Responsibilities:
Implementation, execution and maintenance of project schedules that identify key milestones, project dependencies, and project resources. Will oversee day-to-day internal communications regarding project status.
Assists in preparing written materials including correspondence, bids, reports, procedures, and guidelines related to project file maintenance and document control. Review, proofread, and edit documents.
Preparing and documenting meeting minutes. Other duties as assigned
Competencies:To perform the job successfully, an individual should demonstrate the following.
Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
Project Management - Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education/Experience: Accredited College Degree BS or BA, and 6 months to one year related experience and/or training; or equivalent combination of education and experience in design, horticulture, or construction management.
Language Ability: Read, analyze and interpret business, professional, technical or governmental documents. Write reports, business correspondence and procedure manuals. Effectively present information and respond to questions from managers, customers and the public.
Mathematical Ability: Calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume. Apply concepts of basic algebra and geometry.
Reasoning Ability: Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Computer Skills: Proficiency in Microsoft Office, Google Suite, Bluebeam, Vectorworks, Quickbooks and Asana
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position is an in office, on-site working with jobsite visits required regularly. This position is located in an office environment. The noise level in the work environment is usually moderate.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand, sit, walk, use hands to finger, handle, or feel, reach with hands and arms, stoop, kneel, crouch or crawl, and talk or hear. The employee is occasionally required to lift up to 25 pounds. This job does not have special vision requirements. The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.
Pay: $70,000.00 - $74,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Paid time off
- Vision insurance
Application Question(s):
- Do you have any Landscape or Construction Industry experience?
Education:
Experience:
- Direct support: 2 years (Preferred)
Language:
Ability to Commute:
- Mountain View, CA 94043 (Preferred)
Work Location: In person
