Construction Administrative Coordinator

Populous•Kansas City, MO

5d•Hybrid

About The Position

We design places where people love to be together. Populous is a global design firm that began with a singular focus: to draw people together around the things they love, through experiences that capture all the senses, amplifying the atmosphere of excitement and pure joy shared in human moments. We’ve designed and delivered some of the world's most memorable civic, sports and entertainment buildings, from iconic stadia to ground-breaking live music venues. Populous is where architects and designers of all kinds create moments bigger than ourselves. We offer the best of both worlds: the resources and impact of the design giants and the tightly knit atmosphere and growth opportunities of smaller firms. We are looking for a Construction Administrative Coordinator to support project leadership and instruct project teams with the use of software systems throughout the construction administration process. Our preferred candidate will have 5+ years prior experience as an executive level administrative assistant or supporting multi-disciplinary teams and senior leaders. They also have proven experience effectively supporting project teams or managing project coordination tasks in a professional services environment.

Requirements

Familiarity with construction administration workflows, documentation and lifecycle.
Detail-oriented with demonstrated organizational and project management skills.
Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint).
Highly self-motivated and capable of thriving in a fast-paced, deadline-driven environment.
Outstanding communication skills and team-oriented mindset that encourages effective collaboration.
Ability to work effectively both independently and within a collaborative team on concurrent projects.
Positive attitude, resourceful nature and excellent problem-solving capabilities.
Demonstrated ability to identify areas for process improvement and take initiative to implement solutions that enhance efficiency and effectiveness.
Ability to effectively manage sensitive and confidential information.
5+ years of experience as executive level administrative assistant or supporting multi-disciplinary teams and senior leaders.
Experience supporting project teams or managing project coordination tasks in a professional services environment.

Nice To Haves

Newforma software experience is preferred.
Experience training users on software systems or implementing team-wide workflows/tools.
Experience working in architecture, engineering, or construction (AEC) industry is preferred.

Responsibilities

Provide direct support and instruction to project teams in setup and use of construction administration (CA) software throughout the CA process in accordance with Populous standards.
Facilitate multiple trainings to help project teams learn how to use Newforma.
Work directly with office and project leadership to coordinate the day-to-day activities of project teams on high-profile/fast-paced projects, including meetings and scheduling tasks as needed for clients and colleagues.
Oversee the transfer of critical project team information during the CA process, ensuring Populous standards for project documentation maintenance.
Assist in establishing and enforcing communication protocols that enhance and elevate external and internal project team interaction.