Senior Project Administrator

Provost & Pritchard•Meridian, ID

4d•$30 - $40

About The Position

Provost & Pritchard is seeking a highly organized and detail-oriented Senior Project Administrator to support our division, project managers, and clients with advanced administrative tasks. This role plays a key part in ensuring the smooth execution of projects by managing administrative and non-technical aspects of client relations, project tracking, and documentation. Duties: Serve as deputy project manager to assist project managers and project professionals in administrative and non-technical tasks, including but not limited to: Starting proposals, RFP/Qs, fee estimates, reports, memos, and letters; tracking project budget; timeline tracking on various projects; review and proofread all deliverables to clients; project documentation. Supporting agency staffing by scheduling meetings with clients and applicants; developing task orders for new projects; calendaring development review milestones for project managers; drafting legal notifications for entitlement projects; ensuring timely notifications for entitlement projects; reviewing and delivering staff reports and other technical documents prepared by technical staff; working with a team of professionals for public hearing preparations. Assisting project managers on all aspects of project management of large teams of internal staff and external subconsultants; lengthy technical documents; and multiple stakeholders in developing community planning projects. Assist with client management in administrative and non-technical tasks, including but not limited to: Providing documentation as requested, answering questions about billing and related issues, facilitating the setup of meetings and appointments, acting as liaison between staff and project team members to communicate information. Providing administrative support for meeting arrangement, attending pre-scheduled meetings to coordinate with clients; managing timeline and schedule for project deliverables; and filing and hosting project documents in a logical manner. Provide support with project database, including setting up and pulling reports as requested. Schedule and attend meetings with clients; Maintain positive client relationships throughout project; Preparation of monthly status updates on projects for clients (if required); Preparation of budget summaries to clients to reflect what has been billed and what is remaining in the budget (if required); Preparation of cost estimates, funding reimbursement claims, progress pay estimates and similar spreadsheets as directed; Preparation and understanding of implications of condition and unconditional payment waivers; Preparation of PowerPoint presentations, excel spreadsheets, and marketing materials, as directed; On-line research as needed; Typing, scanning text, financial assistance applications, report preparation and binding; Preparation of meeting notes (may be asked to sit in on a variety of meetings); Assist with logging RFI’s, submittals, filing, and producing weekly construction review reports; Assist with engineering permit application and tracking (if required); Format technical documents and proposals as required in Microsoft Word. Copy and file all outgoing correspondence in project and chronological files; Preparation of billing descriptions for division PMs; Preparation of hard copy project files and electronic project folders on the network; Process steps for new project set up, from submitting information to accounting through project database entries; Pull reports from project database as requested; Process steps to close out projects and clear dead files; Assist with monitoring of work plan tasks and milestones; Provide support for contract administration as directed; Update database information as needed (e.g. workload, leads/proposals list, QA/QC).

Requirements

5+ years’ experience in administrative support roles, demonstrating client service skills, excellent communication skills and an understanding of the consulting industry
Detail oriented and ability to organize, prioritize, and work independently
Strong analytical and research skills
Ability to manage difficult client/customer situations
Ability to effectively respond to questions from individuals and groups at all levels of the organization verbally and in writing
Versatility - Able to adapt to changes in the work environment, manage competing demands and deadlines and able to deal with frequent change, delays, or unexpected events
Basic understanding of project financials
Proficient in Microsoft Suite software. Microsoft 365 knowledge required.

Responsibilities

Serve as deputy project manager to assist project managers and project professionals in administrative and non-technical tasks
Support agency staffing by scheduling meetings with clients and applicants
Assist project managers on all aspects of project management of large teams of internal staff and external subconsultants
Assist with client management in administrative and non-technical tasks
Provide administrative support for meeting arrangement, attending pre-scheduled meetings to coordinate with clients
Provide support with project database, including setting up and pulling reports as requested
Schedule and attend meetings with clients
Maintain positive client relationships throughout project
Preparation of monthly status updates on projects for clients (if required)
Preparation of budget summaries to clients to reflect what has been billed and what is remaining in the budget (if required)
Preparation of cost estimates, funding reimbursement claims, progress pay estimates and similar spreadsheets as directed
Preparation and understanding of implications of condition and unconditional payment waivers
Preparation of PowerPoint presentations, excel spreadsheets, and marketing materials, as directed
On-line research as needed
Typing, scanning text, financial assistance applications, report preparation and binding
Preparation of meeting notes (may be asked to sit in on a variety of meetings)
Assist with logging RFI’s, submittals, filing, and producing weekly construction review reports
Assist with engineering permit application and tracking (if required)
Format technical documents and proposals as required in Microsoft Word
Copy and file all outgoing correspondence in project and chronological files
Preparation of billing descriptions for division PMs
Preparation of hard copy project files and electronic project folders on the network
Process steps for new project set up, from submitting information to accounting through project database entries
Pull reports from project database as requested
Process steps to close out projects and clear dead files
Assist with monitoring of work plan tasks and milestones
Provide support for contract administration as directed
Update database information as needed (e.g. workload, leads/proposals list, QA/QC)