Project Administrator

HOK•San Francisco, CA

4d•Onsite

About The Position

This role provides administrative support to the project manager, project architect, and project team. Responsibilities include assisting with tracking progress, collaborating with various staff and departments in administering day-to-day projects and reporting requirements, managing electronic and paper filing systems, serving as a contact for file and document transfers with external consultants and clients, and managing distribution of these to the team. The role also involves scheduling and coordinating project meetings, assisting with invoicing and joint venture fee splits, tracking consultant agreements, processing comments, and managing MBE, WBE, and DBE consultant involvement on public projects. Additionally, the role may involve establishing files and procedures for annual audits, attending client meetings to take minutes, drafting client letters, performing word processing and data entry, and potentially performing office manager duties at job sites, including supervising support staff, ensuring office supplies are stocked, equipment is maintained, overseeing facility maintenance, and performing receptionist duties. The role also requires taking personal responsibility for fostering a green workplace through sustainable work practices.

Requirements

Equivalent of a bachelor’s degree in related field
Five years related experience
3 years’ experience in computer-aided design (for those providing BIM support)

Responsibilities

Assist with tracking progress under the direction of the project manager.
Collaborate with various staff and departments in administering day-to-day projects and reporting requirements.
Manage project filing system both electronic and paper.
Serve as a contact for transfer of files, documents, drawings with external consultants and clients; manage distribution of these to the team.
Schedule and coordinate all project meetings under direction from the project manager.
Assist project accountant in putting together invoicing and/or joint venture fee splits where applicable.
Track 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.
On public projects, track required MBE, WBE, and DBE consultant involvement on the project; provide timely reports to public agencies as required.
Establish files and procedures for annual audits by the public agency (or agencies) involved.
Attend client meetings to take meeting minutes and prepare for distribution.
Draft letters to clients.
Perform word processing and data entry, as required.
Perform office manager duties when project is located at a job site: supervise support staff members, ensure office supplies are stocked, and equipment is maintained in good working order, oversee facility maintenance needs, parking and office key assignments, interface with vendors, landlord contact, etc.
Perform receptionist duties when project is located at a job site.
Take personal responsibility for fostering a green workplace through sustainable work practices.