Project Administrative Manager

ZGF Architects•Portland, OR

8h•$90,000 - $115,000•Hybrid

About The Position

ZGF is seeking a Project Administrative Manager who is energized by growing people and elevating project excellence to join our team in our Portland office. We are looking for a self-motivated individual possessing a strong work ethic, excellent communication skills and a proven record as a reliable administrator to lead and mentor a talented cohort of Project Administrators. As Project Administrative Manager, you will… Provide training, support, mentorship and supervision for Project Administrators, remaining committed to their professional development and growth Provide ongoing feedback day-to-day, to ensure professional development and growth for staff Evaluate administrative staff performance to support annual review and compensation cycles Coordinate, assign and monitor schedules and activities of project administration staff Monitor administrative staffing requirements, making adjustments as necessary to maintain balanced workloads among staff; review project workloads with Project Managers and Project Administrators; hire or reduce staff accordingly with approval of Administrative Operations Manager and Managing Partner Act as an office-wide resource for standard project procedures; capable of identifying appropriate solutions to project needs Monitor administrative procedures to determine / develop the best methods for maintaining consistency and improving quality and efficiency, in collaboration with other leaders Support project Quality Management (QM) by: collaborating with the QM team to develop and maintain the QM processes, systems, and tools to ensure compliance with ZGF standards and guidelines; track and update QM documentation; assist in providing training and resources to all staff on QM practices, tools and methodologies Support some projects as the primary Project Administrator

Requirements

Highly experienced in administrative support services and project administration with documented excellent performance
Minimum of 3 years of experience in Architecture field
Comprehensive understanding of project life cycles and the administrative support needs associated with each phase
Strong problem solving and critical thinking skills
Exceptional leadership and time, task, and resource management skills
Capable of managing staff and assessing workloads
Proficient in the following software applications: Microsoft Office Suite, especially Word, Excel, Outlook and Teams, Newforma, BlueBeam, Deltek Vision, AIA Contract Documents
Knowledge of architectural / engineering terminology required
Must be articulate with excellent communication skills, able to collaborate and interact effectively with administrative staff, management, and other departments.
Must possess ability to maintain a high level of confidentiality and discretion with regard to project, business and personnel matters

Nice To Haves

InDesign a plus, though not required

Responsibilities

Provide training, support, mentorship and supervision for Project Administrators, remaining committed to their professional development and growth
Provide ongoing feedback day-to-day, to ensure professional development and growth for staff
Evaluate administrative staff performance to support annual review and compensation cycles
Coordinate, assign and monitor schedules and activities of project administration staff
Monitor administrative staffing requirements, making adjustments as necessary to maintain balanced workloads among staff; review project workloads with Project Managers and Project Administrators; hire or reduce staff accordingly with approval of Administrative Operations Manager and Managing Partner
Act as an office-wide resource for standard project procedures; capable of identifying appropriate solutions to project needs
Monitor administrative procedures to determine / develop the best methods for maintaining consistency and improving quality and efficiency, in collaboration with other leaders
Support project Quality Management (QM) by: collaborating with the QM team to develop and maintain the QM processes, systems, and tools to ensure compliance with ZGF standards and guidelines; track and update QM documentation; assist in providing training and resources to all staff on QM practices, tools and methodologies
Support some projects as the primary Project Administrator

Benefits

ZGF Employees Enjoy Medical, Dental and Vision coverage with a generous employer contribution, HSA with employer contribution, 401k with employer match, 4 weeks of PTO and 10 paid holidays per year, paid parental and family leave programs.

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