Project Administrator/Coordinator

HOK Human Resources•Toronto, ON

9d•CA$65,000 - CA$75,000•Hybrid

About The Position

This role provides project coordination and administrative support to the project manager, project architect, and project team. HOK is a collective of future-forward thinkers and designers who are driven to face the critical challenges of our time. We are dedicated to improving people's lives, serving our clients and healing the planet. Together, we cultivate a culture of design excellence at the confluence of art and science, blending the power of creative expression with a clear sense of purpose.

Requirements

Equivalent of a bachelor’s degree in Architecture (Masters preferred) or related field
3+ years experience in similar role, ideally with healthcare project experience
For those who also provide BIM support; 3 years’ experience in computer-aided design.
Interest/aspiration to develop into Project Manager
Proficient in MS Office, including Word, Excel and Outlook.
Detail-oriented and able to handle confidential information at the highest level.
Excellent verbal and written communication, alongside interpersonal skills.
Ability to work in team environment.
Efficient and effective ability to meet deadlines.

Nice To Haves

Proficiency in Deltek Vantagepoint preferred.
Proficiency in Smartsheet preferred.

Responsibilities

Under direction of the project manager, coordinates project tracking and reporting
Collaborates with various staff and departments in coordinating day to day projects and reporting requirements.
Manages project filing system both electronic and paper.
Serves as a contact for transfer of files, documents, drawings with external consultants and clients; manages distribution of these to the team.
Under direction from the project manager, schedules and coordinates all project meetings.
Ensures updates to the Deltek VantagePoint Project Management system, including work plans, identification of project team members, budget, consultants, schedule for completion, fees and costs
Assists project accountant in putting together invoicing and/or joint venture fee splits where applicable.
Will assist with tracking the process for obtaining fully executed consultant agreements. May require processing comments from the project manager and consultants and obtaining comments from corporate legal department before final sign-off.
On public projects, will track required MBE, WBE, and DBE consultant involvement on the project; provides timely reports to public agencies as required. May also need to establish files and procedures for annual audits by the public agency (or agencies) involved.
May attend client meetings to take meeting minutes and prepare for distribution.
Develops and maintains positive relationships with clients and consultants
Drafts letters to clients. Performs word processing and data entry, as required.
May perform office manager duties when project is located at a job site:
May supervise support staff members
Ensures office supplies are stocked, and equipment is maintained in good working order
Oversees facility maintenance needs, parking and office key assignments, interface with vendors, landlord contact, etc.
Takes personal responsibility for fostering a green workplace through sustainable work practices.