What are the responsibilities and job description for the Project Administrator position at WATG?
ABOUT WATG
WATG is the world’s preeminent destination and hospitality design firm. We are employee-owned, almost 80 years young, and home to over 500 creative, globe-trotting professionals located remotely and in our offices in Atlantic City, California, Dallas, New York, Honolulu, London, Singapore, and Shanghai.
Our approach to design applies a hospitality ethos to the development of all shapes and sizes. From initial feasibility studies to finishing touches, we operate globally as an integrated, multidisciplinary practice. Along with our interior design studio, Wimberly Interiors, we specialize in hospitality, gaming entertainment, urban mixed-use, and high-end residential design.
We were founded in Honolulu in 1945, and the spirit of the islands taught us to focus on community strength, self-reliance, and sustainability – which we still prioritize today. We passionately believe that culture and heritage are the roots that lead to long-term resilience. We stay true to our values of designing spaces that respect, protect, and enhance the natural magic of their surroundings while delivering long-term value for our clients and their communities.
WATG is hiring a Project Administrator for our office in Los Angeles, California.
ROLE
The Project Administrator provides administrative and project support to project managers, senior leaders, and other members of a project team. The position may work across WATG offices to coordinate and support the Design Document, and Construction Administration phases of one or more projects.
RESPONSIBILITIES
- Provides administrative assistance to one or more managers or senior leaders, and supports the day-to-day administrative workflow of a project team, studio, or department
- Prepares and distributes business communications, including memoranda, letters, transfers and transmittals, schedules, and programs
- Prepares reports from a variety of sources, such as dictation, recordings, meeting notes, or document drafts following office standards
- Tracks RFIs and CVIs, and reimbursable expenses for the projects
- Proofreads and edits outgoing correspondence that the project team generates
- Prepares meeting agendas and takes meeting minutes
- Organizes and files documents, maintains document storage (both electronic and hardcopy), coordinates the retrieval of archived files, and assists with the Document Control Register (incoming information)
- Assists with collating drawings and specifications for issuance, and manages electronic uploads and distribution to client, contactors, and consultants
- Manages Document Control process of incoming drawings and information from consultants and clients; organizes, files, and distributes to team members accordingly
- May organize meeting facilities and logistics for project meetings in the office or at an external location, and act as the point-person for participants
- Maintains schedules and coordinates travel arrangements for team members
- Prepares expense reports, and timely reconciles monthly expenses for accuracy and completeness
- Coordinates orders and shipments of material samples, and organizes the sample library
- Supports the project team around established organizational practices and procedures
- Interacts with clients, consultants, vendors, and employees at all levels
- Overtime may be required
QUALIFICATIONS
- High school diploma or equivalent required; some college education preferred
- 4 years of relevant office experience supporting a project team in a professional services firm
- Excellent customer service with a keen ability to gather and share information and respond to employee and project/client inquiries
- Strong verbal and written communication skills
- Ability to multi-task priorities across competing demands
- Ability to make repetitive decisions requiring initiative, judgment, and knowledge of WATG’s practices, policies and procedures
- Proficiency in MS Office Suite
- Knowledge of Aconex and Newforma desired
- Ability to manage confidential information with a strong adherence to the practice of business ethics
- Highly organized and meticulously detail-oriented
*Please include a copy of your resume to be considered for this position.
WATG is an Equal Opportunity Employer
