What are the responsibilities and job description for the Project Administrator II position at KAI Design?
Project Administrator II
Level: 5-7 Years of Experience
Department: Project Administration
Reports to: Director of Project Administration
Position Summary:
We are seeking a highly motivated and detail-oriented individual to join our team as an Mid Level Project Administrator. The ideal candidate will have a solid understanding of document management processes, including knowledge of Master Format, and a proven track record of managing project documentation effectively. The successful candidate will work closely with project managers and discipline team members to assist in the development of project documentation from Design Development to Construction Administration. You will be expected to work in a hybrid work environment, collaborating with KAI team members primarily in St. Louis, Dallas, and Atlanta.
Primary Functions
- Key support during the Construction Administration phase; Receives, files, logs, distributes, tracks, and returns RFIs and Submittals throughout the duration of construction.
- Assist in the development of Specifications: coordinating between disciplines, editing, formatting, and assembling Project Manual.
- Manage and organize project documentation, including drawings, specifications, reports, and correspondence, adhering to company standards and industry best practices.
- Implement and maintain document version control procedures to ensure accuracy and accessibility of the latest project document
- Essential Functions
- Regularly update and maintain Vendor, License & Affiliation, Subconsultant, and Project lists.
- Assist in drafting and finalizing AIA Documents such as Agreements, Change Orders, and Letters of Substantial Completion.
- Track and log incoming and outgoing project documents, maintaining comprehensive records of revisions, approvals, and comments.
- Support ad-hoc requests from Project Controls Director, Business Leaders, and Project Managers.
- Communicate effectively with project managers, team members, subconsultants, contractors, etc.
- Work closely with project managers, tracking open items and due dates, and sending status updates.
- Utilize knowledge of MasterFormat to organize and categorize project documents effectively, facilitating efficient retrieval and reference.
- Provide guidance and support to junior document control staff and project team members on document control procedures, software usage, and industry standards.
Required Skills
- Strong verbal and written communication skills.
- Strong organizational skills.
- Strong proficiency using Microsoft Office (e.g., Outlook, Word, Excel, and Teams.)
- Ability to work efficiently and remain organized.
- Ability to maintain a strong sense of focus and confidence under tight deadlines and varying workloads.
- Excellent time management skills and ability to multi-task, responding to changing needs and schedules.
- Strong editing and proofreading abilities.
- Eagerness to learn and adapt to new technologies and methodologies.
- Strong understanding of document management principles, practices, and industry standards.
Required Experience
- 3-5 years Project Administration/Document Controls experience in architecture, engineering, construction, or real estate development.
- Knowledge of the different disciplines and roles that make up a Design Team.
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Proficiently use document management software (e.g., SharePoint, Procore, Bluebeam, BIM360) to maintain document repositories, workflows, and ensure effective communication and collaboration across project teams.
- Preferred Experience
- Bachelor's degree in a related field (e.g., Project Management, Business Administration, Engineering).
- Certification in a related field (e.g., CSI Construction Document Technologist.)
This summary reflects the core responsibilities of the Document Controls Specialist and may evolve based on the candidate's skillset and interests.
About KAI
KAI Enterprises is a national design and build firm providing delivery-oriented building solutions with a diverse portfolio of experience, in-house multi-discipline professionals, and expertise in both design and construction delivery. Founded in 1980, KAI has grown into one of the largest minority-owned firms in the AEC industry. For more than 40 years, KAI has been instrumental in transforming communities through its expertise in residential, commercial, K-12, higher education, healthcare, science and technology, aviation, mobility, sports and entertainment, government, water and community-focused projects. KAI Enterprises is comprised of four distinct business units-KAI Design, KAI Engineering, KAI Build and KAI 360 Construction Services (KAI 360 CS). To learn more about KAI, visit kai-db.com.
