Project Administrator

Position Summary

The Project Administrator provides essential support to both project teams and Discipline Directors. Responsible for working with and supporting project team members in the successful execution of each assigned project. Able to collaborate within a multi-disciplinary team environment and maximize the use of resources to improve design and build collaboration, increase profit per project, and improve the value-added building strategies provided by KAI. Includes involvement with a project and team from the start to the conclusion of each project. Provides project-related administrative support for Project Management and the Directors. Provides non-project related administrative support for office management, human resources, and financial reporting functions of the Directors. Provides Receptionist assistance/coverage as requested.

Level: Dallas-Fort Worth, TX / Atlanta, GA

Level: 10 Years of Experience

Department: Design and Engineering

Reports to: Department Manager

Essential Functions

• Assists Project Manager(s) in coordinating with the project team, including maintaining standards and schedules. Exercises best judgement in enforcing compliance with project procedures, production standards, QA/QC, etc.
• Assists Project Manager(s) with compliance and enforcement over the firm’s record retention standard operating procedure for projects. Directly responsible for auditing and maintaining project records and filing, both electronic and hard copy.
• Effectively communicates relevant information appropriately to all project stakeholders.
• Assists Project Management and Disciplines with contract performance across multiple disciplines.
• Responsible for field construction efforts, design phase services, and all subcontracting and participating in all major technical, cost, scheduling, and performance decisions.
• Monitors and controls scope, schedule, costs, quality, communications, risks, procurement, and stakeholder engagement.
• In coordination with Project Manager(s} and Leadership, reviews and prepares contractual agreements and modifications for projects. Communicates contract status with project controls and accounting.
• Leads the CA process for RFI and submittal tracking/documentation and provides direct communication to the client and contractors.
• Assembles project procedures/project manuals and specifications. A working knowledge of MasterSpec software is required.
• Supports project communication, collaborates with project team, and provides general administrative support.
• Maintains A/E professional licenses and affiliations list.
• Performs other duties outside of the primary scope as assigned.
  
  

Qualifications

Required Experience

• Bachelor or advanced degree from accredited College or University
• 10 or more years of experience in the profession, primarily in projects like KAI is required.
• Proficiency in Bluebeam, Microsoft Office Suite and A/E/C project management software required.
  
  

Required Skills

• Excellent written, graphic, and verbal communication skills are required.
• Must be willing to travel as necessary for marketing and project work.
• Strong A/E/C technical knowledge and coordination skill.
• Demonstrated ability to build rapport and assist project teams as required.
  
  

This summary reflects the core responsibilities of the Project Administrator and may evolve based on the candidate’s skillset and interests.