Project Assistant

Ballinger • Philadelphia, PA

4d • Hybrid

About The Position

Ballinger’s Approach: Our interdisciplinary teams collaborate on solutions that require a synthesis of disciplines. We believe integrating architecture, planning, interior design, and engineering is key to achieving excellence in the design of transformative environments. We were one of the first firms to merge the disciplines into professional practice. At Ballinger, architectural and interior designers work collaboratively and creatively with planners and engineers. Our range of skills, perspectives, and experiences, directed toward a common goal, produces ground-breaking outcomes. Your Role: Ballinger is seeking a Project Assistant to support our Principal Leaders, Architects, Engineers and Interior Designers of our firm. This role is responsible for the administrative work in relation to projects and specification documents. Organizational skills and precise attention to detail are required for producing documentation alongside the Project Architect and Lead Engineers on the team.

Requirements

• Minimum of 2 years of experience as an Administrative Assistant or in a similar administrative role
• Proficiency in Microsoft Office programs: Excel, Word, PowerPoint
• Ability to consistently exercise a high degree of professionalism, initiative and independence
• Excellent time management skills with the ability to prioritize and manage multiple tasks and conflicting priorities; following through on projects to successful completion, often with deadline pressures
• Excellent verbal and written communication skills and interpersonal abilities with strong attention to detail. Must be able to work closely with leadership from multiple teams
• Proven ability to handle confidential information with utmost discretion and integrity
• Proactive problem-solving skills and the ability to work independently with minimal supervision
• Independently compose and proofread high-quality correspondence, reports, presentations, and other documents
• Must be able to work occasional overtime.

Nice To Haves

• Associate or Bachelor's degree or equivalent professional experience preferred, not required.
• Experience in Bluebeam and Revit preferred

Responsibilities

• Provide executive-level support to the leadership team on an interim basis, as needed to support the Operations Team of Project Assistants while handling confidential information with utmost discretion.
• Manage multiple complex calendars for project teams and leadership team members
• Additional operations duties as assigned to collaborate with the team and assure project success, leadership support and client engagement
• Assist with firm travel and catering arrangements, interview scheduling, on-boarding of new hires and human resources administrative support
• Handling ad-hoc administrative responsibilities in response to project deadlines, client requests and operations requirements
• Coordinating and leading activities related to construction specification editing and finalizing as required across multiple building design disciplines to ensure adherence to Ballinger standards. This role is responsible for assisting the design team in the final coordination, formatting, and compilation of the specs into specification volumes.
• Assist in the coordination of construction specifications formatting procedures and processes of outside consultants to ensure compliance with Ballinger’s specification preparation standards.
• Proofreading, identifying discrepancies, and tracking document change history across multiple issue milestones including design development, 50% construction documents, and final construction documents
• Collaborate with the firm's Project Architects and Engineers to coordinate the submission efforts across multiple projects

Benefits

• Comprehensive Benefits Package, including Medical, Dental, Prescription, Wellness, FSA/HSA, Employee Assistance Program (EAP), Short and Long-Term Disability Programs, Tuition Reimbursement, Paid Parental Leave, 401(K) plan with company contribution, Commuter Benefits, Paid Holidays, and Personal Time Off (PTO), Community Volunteer Events and fresh fruit and yogurt provided every morning in the office.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree