Technical Administrative Assistant
About The Position
ms consultants, inc. is seeking a detail-oriented, proactive Technical Administrative Assistant for its Building Systems Business Unit in the Columbus office. The role supports day-to-day project operations through document management, administrative coordination, invoicing, and permitting. It is suited to someone who enjoys varied work in a fast-paced, team-oriented environment. The position has a hybrid schedule, with part of the workweek at home and part in the office. The Building Systems Business Unit provides architecture, engineering, and planning consulting services to commercial and public clients. Its projects include retail, schools, municipal facilities, fairgrounds, industrial sites, and urban redevelopment. The assistant supports project setup and administration, production tracking and team coordination, subconsultant and scope coordination, and financial and budget activities. The successful candidate is organized, adaptable, accurate, collaborative, and comfortable managing competing priorities and deadlines. A bachelor's degree is preferred but not required. Experience in the Architecture & Engineering industry is a plus, and experience supporting teams in project-based or professional services environments is strongly preferred.
Requirements
- Strong background in project coordination, including experience with invoicing and permitting procedures.
- Proficiency with project tracking and collaboration tools such as Smartsheet and Deltek, and ability to adapt quickly to new systems.
- Excellent communication and organizational skills, with a focus on clarity, accuracy, and follow-through.
- Ability to manage multiple priorities, tasks, and deadlines in a fast-paced environment.
- Analytical thinking, attention to detail, and commitment to accuracy.
- Strong interpersonal skills and a collaborative, team-oriented approach.
- Self-motivation and adaptability in a fast-paced, deadline-driven setting.
Nice To Haves
- Bachelor's degree preferred, but not required.
- Experience in the Architecture & Engineering industry is a plus but not required.
- Previous experience supporting teams in a project-based or professional services environment is strongly preferred.
Responsibilities
- Establish and maintain project tracking systems, such as Smartsheet.
- Assist with subcontract drafts and organize production folders.
- Coordinate Deltek planning updates and collaborate with accounting teams.
- Set up financial trackers and organize digital project folders.
- Attend and document weekly team meetings.
- Update production tracking sheets and schedules.
- Monitor internal and external milestone dates and flag upcoming actions.
- Distribute updates from external bulletins as necessary.
- Manage communications with internal teams and external subconsultants.
- Coordinate production file sharing and documentation.
- Track subconsultant scope and fee updates in collaboration with accounting.
- Apply monthly fee percentage mark-ups.
- Participate in monthly billing meetings.
- Assist with budget setup, submission, and revision tracking.
- Support project coordination, invoicing, and permitting procedures.
Benefits
- Health coverage options
- Life insurance
- Disability insurance
- Long-term care coverage
- 401(k) plan with company matching contributions
- Paid time off
- Flexible work schedules
- Company-paid holidays
- Hybrid work option
- Career advancement opportunities
- Costs for licensure, certifications, and further education
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Education Level
No Education Listed
