Sr Project Administrator

HOK • Kansas City, MO

11d • Onsite

About The Position

HOK is seeking a Sr Project Administrator to join our Kansas City studio. This position will work closely with the Project Manager, Project Architect, and project team to support the successful delivery of projects from design through construction. This position will assist with project coordination, project documentation, consultant communication, project tracking, and construction administration.

Requirements

• 5 to 10 years of experience in an architecture, engineering, or construction environment, with experience supporting project delivery.
• Previous experience working on architectural projects and/or construction administration.
• Understanding of architectural project phases and project delivery processes.
• Experience coordinating with architects, engineers, consultants, contractors, clients, and other project stakeholders.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and project requirements.
• Strong written and verbal communication skills.
• Ability to identify issues, follow up on outstanding items, and help drive projects toward completion.
• Proficiency with Microsoft Office and project management/document management software.
• Ability to work collaboratively in a team environment and take initiative with increasing levels of responsibility.

Nice To Haves

• Bachelor’s degree in Architecture, Construction Management, or a related field preferred.
• Familiarity with construction documents, RFIs, submittals, consultant agreements, and construction administration processes is preferred.

Responsibilities

• Partner with the Project Manager and Project Architect to support the planning, coordination, and progress of architectural projects through various phases of design and construction.
• Assist with monitoring project schedules, deliverables, budgets, and overall project progress.
• Coordinate day-to-day project requirements with internal teams, consultants, clients, and other external partners.
• Track client and consultant issues, action items, project decisions, and outstanding deliverables to help ensure timely resolution.
• Assist with project financial and administrative tracking, including reviewing weekly reports and communicating project status to the Project Manager and Finance team as needed.
• Coordinate the preparation, execution, and tracking of consultant agreements and other project documentation.
• Maintain organized project files and electronic document management systems, ensuring drawings, specifications, correspondence, and other project records are properly maintained and distributed.
• Serve as a point of contact for the transfer and distribution of project files, documents, and drawings between the project team, consultants, and clients.
• Assist with consultant coordination and communication throughout the project lifecycle.
• Support the Project Manager with project meetings, agendas, meeting minutes, action-item tracking, and follow-up.
• Assist with Construction Contract Administration, including tracking RFIs, submittals, consultant responses, and other construction-phase documentation.
• Review project documentation for completeness and identify missing information, scope issues, or items requiring follow-up.
• Coordinate the distribution of RFIs, submittals, drawings, and other project information to the appropriate project team members and consultants.
• Assist with tracking consultant participation and reporting requirements for public projects, including MBE, WBE, and DBE requirements, as applicable.
• Assist with establishing and maintaining project files and documentation required for public agency audits.
• Develop an understanding of project management processes, quality management procedures, and firm standards, with increasing responsibility as experience grows.
• Participate in project team meetings and contribute to effective communication and collaboration across disciplines.
• May provide guidance and mentorship to less experienced Project Administrators or project team members.
• May support office or job-site administrative responsibilities when projects are located at a construction site.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior