Project Administrator / Office Manager

The Falcon Group•Rockville, MD

5d•$50,000 - $60,000•Onsite

About The Position

This is a temporary position for a Project Administrator / Office Manager in our Rockville, MD location. The role involves a dual focus on project support and office management. Project administration duties include proofreading, formatting, editing reports, letters, and correspondence, processing and distributing proposals and client deliverables, maintaining project files, assisting with project setup and tracking, supporting bidding activities, and coordinating with project teams on budgets, schedules, and deliverables. Office management responsibilities include managing office facilities and daily operations, coordinating repairs and maintenance, ordering supplies, supporting new hire onboarding, managing vendor relationships, and assisting with office setups and equipment. The position requires flexibility to work overtime as needed and travel to client sites.

Requirements

Bachelor’s degree from a four-year college or university in Engineering, Architecture, Construction Management, or relevant work experience.
In lieu of education, a minimum of two years of experience in an architectural and engineering consulting firm or construction-related field.
OSHA-10 Certification
Valid United States Driver’s License required.
Proficient written and verbal communication abilities.
Attention to detail and accuracy in project documentation and deliverables.
Strong project management and organizational skills.
Ability to handle multiple projects concurrently.
Knowledge of building codes, regulations, and standards.
Professional and courteous interaction with clients and colleagues.
Ability to attend client meetings and events, as needed.
Familiarity with drafting software for positions that utilize the software (AutoCAD, BricsCAD, Revit).
Strong teamwork and collaboration skills.
Ability to work both independently and collaboratively with team members from various disciplines.
Ability to work in the field and to travel outside local areas as workload and projects when needed.
Efficient time management skills while adhering to project budgets.
Must be able to lift and carry items weighing up to 40 lbs.
Safe operation and use of ladders, scaffolds, and other access equipment as required.
Ability to work safely at heights.
Exposure to prolonged periods outdoors, which might extend beyond 3 hours.
Ability to work in diverse weather conditions, including temperatures above 85°F or below 40°F, high humidity levels (above 90%), and adverse weather conditions like snow/ice, rain, and wind.
Extended periods of standing and walking, possibly on uneven or challenging terrains.
Ability to adjust lunch hours based on project-specific demands, which might include working through regular lunch times.

Nice To Haves

Engineering/Architectural Intern or Engineering in Training Certification preferred.

Responsibilities

Proofreading, formatting, and editing reports, letters, and correspondence.
Processing and distributing proposals, reports, specifications, and other client deliverables.
Maintaining project files and records.
Assisting with project setup and tracking.
Supporting bidding activities, bid analysis, and project documentation.
Coordinating with project teams regarding budgets, schedules, and deliverables.
Working with executives on receivables and client/project maintenance.
Managing office facilities and day-to-day operations.
Coordinating repairs and maintenance for the office.
Ordering and tracking office supplies.
Supporting onboarding of new hires.
Managing vendor relationships.
Assisting with office setups and equipment.
Maintaining office policies in coordination with HR and leadership.
Coordinating and managing internal kick-off, milestone, and closeout meetings for projects.
Verifying schedules and ensuring adherence to project plans and timelines.
Conducting on-site inspections, documenting existing conditions and potential deficiencies.
Performing field testing, photographing, and creating hand-sketches.
Observing/tracking work in progress to ensure compliance with project specifications.
Recording accurate field measurements and performing calculations.
Preparing written correspondence with clients and contractors.
Interpreting investigation reports and bid documents, including drawings and technical specifications.
Communicating project status with the team and proactively escalating issues.
Escalating unresolved issues to their direct supervisor.
Maintaining organized records, files, drawings, and other essential project data.
Keeping up to date with job knowledge and industry trends through educational workshops, professional publications, and engaging in professional societies and networks.
Engaging in networking activities and representing the company at events, seminars, and continuing education presentations.
Seeking marketing opportunities to promote the organization’s presence in the industry.
Performing other duties as assigned.
Assisting in reviewing and evaluating change orders.
Reviewing payment applications, verifying the accuracy of work completed and materials supplied by contractors.
Taking meeting minutes during client meetings led by senior personnel.
Following up with stakeholders to ensure timely addressing of action items.
Working closely with the team to understand the scope of work, budget, goals, deliverables, and timelines.