Project Administrator / Office Assistant

HOK•Denver, CO

7d•Hybrid

About The Position

We are seeking a highly organized and proactive Project Administrator / Office Assistant to support our Denver studio and ensure the smooth operations of day-to-day project and office activities. This position provides a blend of project administration and office management support. The role partners closely with project managers and architects to track project progress, manage documentation, and coordinate communication with clients, consultants, and contractors. In addition, the role supports daily office operations by managing front-of-house activities, coordinating vendors and office needs, assisting with onboarding, and helping execute internal events and initiatives.

Requirements

High school diploma.
Five years’ related experience.
Proficiency in Microsoft Office (Outlook, PowerPoint, Excel, Word).
Self-starter who anticipates needs and takes initiative.
Strong organizational and time-management skills with ability to effectively meet deadlines.
Detail-oriented with ability to manage multiple priorities.
Great interpersonal skills and the ability to interact with all levels of staff.
Welcoming, friendly, professional, reliable, dependable and prompt.
Ability to work in team environment.

Nice To Haves

Bachelor’s degree preferred.
Adobe InDesign a plus.
Clear understanding of architectural, contract, and construction documents a plus.
Proficiency in web-based tools Trimble PS and Bluebeam a plus.

Responsibilities

Assist with various phases of project progress tracking in partnership with the project manager and project architect.
Assist in the management of the Construction Contract Administration process with consultants and contractors.
Review and track project RFIs, submittmits, and Change Order Requests (inbound and outbound); and ensure distribution to the team.
Collaborate with various staff and departments in administrating day-to-day projects and reporting requirements, including running weekly reports, client/consultant issues tracking, and monitoring of the PQMS system and processes.
Manage project electronic filing system.
Serve as contact for transfer of files, documents, and drawings with external consultants and clients.
Provide weekly status reports to project manager and team as needed.
Assist with tracking the process for obtaining fully executed consultant agreements.
Process comments from the project manager and consultants and obtain comments from corporate legal department before final sign-off.
Attend project or client meetings to take meeting minutes and prepare for distribution.
Manage front-of-house presence including greeting guests, receiving and directing telephone calls while maintaining a welcoming and professional office environment.
Oversee office readiness including ordering supplies, maintenance requests, new employee onboarding, and parking garage coordination interfacing with vendors, building management, and others as needed.
Provide general office support by assisting with internal and external event coordination, industry research, and philanthropic initiatives.
Schedule lunch presentations and coordinate rep visits.
Take personal responsibility for fostering a green workplace through sustainable work practices.