Project Assistant

As a Project Assistant, the ideal candidate will provide office administrative support activities and identify solutions for process inefficiencies for studios as assigned. This person will also provide support to projects, ultimately assuming responsibility for timely and accurate maintenance of general data within the studio. General administrative support of the studio will also be required and support for the front reception desk as necessary.

Essential Functions:

General:

• Prepare meeting agendas and notes
• Run weekly RUBO and Labor Reports
• Support studio team members in preparation of written project documentation, including specifications, narratives, letters (word documents) with draft content, format, headers & footers, table of contents, etc.
• Attend weekly studio meetings and update weekly information including project schedules, project teams, RFI and shop drawing reports
• Assist with maintenance of files, filling emails and documents timely
• Assist with tracking quality assurance information request and research
• Front desk backup as required (approximately 20% of time)
• General office duties as required such as stocking supplies and assisting with meeting set up.

Marketing:

• Support studio team members in creating and maintaining team contact lists
• Assist with managing project and studio resumes as requested
• Assist with managing consultant proposals
• Input Touchpoints into Deltek

Project:

• Set up Deltek pursuit schedule from PM notes
• Setup/update Deltek Project Plan from PM notes
• Assist with requests from project analyst
• Assist with tracking quality assurance information request and research
• Assist with maintaining electronic project files
• Coordinate weekly meetings with team to update project information
• Assist with signing and sealing of documents once approval is given
• Assist with Construction Administration documentation.

Other duties:

Please note this job description is not designed to cover or contain a comprehensive or exclusive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. Duties may differ slightly by studio and office location.

Education and Experience:

High school diploma or equivalent as well as some college preferred. This person should have experience in a related project support role. 5 years of project experience preferred. General accounting experience preferred. Experience in an architecture office is desirable, but not essential.

Required Skills/Abilities:

Ability to maintain high level of confidentiality and have personal tact a must. Candidate must be eager to learn and have excellent organizational and multi-tasking skills, exceptional initiative, and ability to work effectively in a professional atmosphere, strong written and oral communication skills. The knowledge of standard office policies, procedures and standards, general computer knowledge is a must. Excellent Microsoft Office Word and Excel required. Knowledge of Deltek Vantagepoint, and Newforma software a plus.

• Ability to demonstrate effective communication
• Ability to work independently as well as with various disciplines, and committed to being an effective, contributing team player
• Listens well and can ask questions to recognize anticipate possible issues and needs
• Excellent problem-solving skills and the ability to confidently and decisively take action
• Self-motivated with a strong work ethic and personally driven to consistently meet project deadlines and performance goals

Equal Opportunity Employer/Veterans/Disabled