Project Administrator

CannonDesign•Rochester, MN

15h•Hybrid

About The Position

You will provide administrative support to project team members. This role will be done working in the office along with the potential for client and on-site visits as required. CannonDesign is a design practice where strategy, experience, architecture, engineering, and social impact converge. They create and bring solutions to life in ways to solve some of the biggest challenges facing their clients and the society. At the heart of everything they do is Living-Centered Design, a bold commitment to using their talents to not just improve the world but to truly reshape it for the better. They are relentless in their pursuit of client adoration and committed to ensuring their practice provides equal opportunities for all employees, striving to connect with communities around them and focusing on the future of design. They support equity, diversity, and inclusion efforts that benefit all employees through the leadership of their DEI Council, their Employee Resource Groups which are open to everyone, and other community initiatives. They value communication and transparency.

Requirements

High School Diploma required.
Minimum of 4 years of experience performing in related roles required.
Strong verbal and written communication skills as well as presentation skills.
Ability to work in a team setting, strong time management and organizational skills.
Ability to handle multiple projects to meet required deadlines.
Accuracy / Detail-oriented and ability to follow through on a timely basis.
Strong proficiency in Microsoft Office Suite including word, excel and PowerPoint.
Experience with video and audio meeting technologies.
As a condition of employment, all employees are expected to complete mandatory training, including compliance training, within required timeframes and adhere to our internal policies and our Code of Conduct.

Nice To Haves

Associate’s degree preferred.
Experience working in the architecture/engineering/interior design industry preferred.
InDesign experience preferred.
Procore and Newforma software experience a plus.
MS Project schedule development experience preferred.

Responsibilities

Coordinate with internal and external team members to obtain and collate project updates, deliverables, and weekly recaps to prepare weekly project status email.
Organize and set up onsite client meetings as needed.
Assist in report generation.
Support project proposal and contracting effort.
Prepare project team memos and project presentations.
Take and transcribe project meeting notes.
Accounts Payable – review, research, and respond to consultant statements, including working with accounting to resolve issues on the no pay list (contracts, missing insurance, upload/update Deltek).
Support the Practice and Operations leaders in reviewing project/program performance.
Assist Project Managers in the Review/approval of consultant invoices.
Monitor flow of all processes across the program/project (including but not limited to agreements, quality plans, accounting, legal, basis of design, general office practices), information, and practice integration and provide research and feedback as necessary.
Assist the Principals and Project Managers in the development of fees during proposals.
Provide support for labor transfers required.
Distribution and vetting of project expenses for billing.
Manage and coordinate workload of team.
Prepare complex spreadsheets and database work in Excel and Access.
Assist with project staffing data in Deltek Vision Project/Resource Planning.
Maintain records for financial status of projects.
Work with individual Project Managers to prepare approvals for additions to scope of work and approve and process payables for our services.
Set up and maintain project files according to firm standards.
May assist with other marketing-related tasks including proposal presentations when requested.
Travel as needed.