Project Administrator – Smart Buildings

This is a fully remote position, open to applicants in United States.

📋 Description

• Provide administrative assistance to project team members and leadership.

• Collaborate with internal and external team members to gather and compile project updates, deliverables, and weekly summaries to prepare the weekly project status email.

• Organize and facilitate onsite/virtual project meetings as needed, coordinating schedules among internal staff and external client representatives.

• Act as the main coordinator for meeting documentation by taking notes, organizing SME reviews, and distributing finalized summaries and action items.

• Ensure that client-facing reports meet established standards by coordinating contributions, proofreading, formatting, and serving as the final quality checkpoint prior to delivery. Assist with proposal and contracting efforts.

• Draft team memos and presentations.

• Review, research, and respond to consultant statements, collaborating with accounting to resolve any issues.

• Support the Practice and Operations leaders in evaluating project/program performance.

• Assist Project Managers in the review and approval of consultant invoices.

• Oversee the flow of all processes across the program/project, providing research and feedback as needed.

• Aid the Principals and Project Managers in fee development during proposals.

• Create complex spreadsheets and conduct data analysis utilizing Excel and Power BI.

• Assist with project staffing data in Deltek Vision Project/Resource Planning.

• Maintain records regarding the financial status of projects.

• Work alongside individual Project Managers to prepare approvals for scope additions and to approve and process payables for services.

• Establish and maintain project files in accordance with firm standards.

• May assist with other marketing-related tasks, including proposal presentations, upon request.

• Serve as the “librarian” for Smart Buildings processes, procedures, templates, and documentation by organizing, maintaining, and continuously enhancing access to internal resources and standards.

• Collaborate with practice leaders and subject matter experts to document and formalize workflows, templates, and internal guidance materials.

• Support team onboarding by helping new staff familiarize themselves with Smart Buildings tools, templates, workflows, and resources.

• Assist with offboarding coordination for Smart Buildings tools, documentation, and resource access.

• Support operational reporting by collecting and organizing project and operational data, and assisting in the creation and update of dashboards and reports using Excel and Power BI.

• Maintain and distribute operational dashboards and reporting outputs.

⛳️ Requirements

• High School Diploma is required; an Associate’s degree is preferred.

• A minimum of 4 years of experience in similar roles is required.

• Experience in the architecture/engineering/interior design industry is preferred.

• Strong verbal and written communication skills, along with effective presentation abilities.

• Ability to work effectively in a team environment, with strong time management and organizational skills.

• Capability to manage multiple projects to meet deadlines, with a focus on accuracy and attention to detail.

• Strong proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.

• Experience with Procore and Newforma software is a plus.

• Familiarity with video and audio meeting technologies.

• Experience with SmartSheet schedule development is preferred.

• A strong interest in the architecture, engineering, and built environment technology sector is highly preferred.

🏝️ Benefits

• Medical, dental, and vision coverage

• Flexible spending account options

• Voluntary insurances

• Paid time off

• Flex-time schedules

• Remote work options

• 401k plan

• Employee perk programs