The Project Administrator partners with Project Managers (PM) and project teams to support the life cycle of architectural projects from kick off to close out. Responsible for and assist on a variety of components of project administration, including but not limited to project schedule management, project correspondence, project documentation, and budget reporting for assigned projects. Assists PM with executing project action plan based on project scope, schedule, and budget. Provides support throughout project lifecycle.

In this role you will:

• Create and maintain project files for multiple projects. Organize and complete all project paperwork filing.
• Responsible for managing and making travel arrangements for project teams. Includes arranging for air travel, hotel, car, meeting arrangements, etc. Includes local and international travel needs. Work closely with our travel vendor to ensure accuracy and respond to last minute/urgent travel needs.
• Support the PM by maintaining all copies of contracts, purchase orders, change orders, and other documentation in the project files and electronically.
• Responsible for gathering close-out documents from subcontractors.
• Assist PM with advanced tasks such as submittals, Requests for Information (RFIs), meeting minutes and the monthly requisition process, as needed.
• Coordinate project electronic and hard copy documentation. Includes but not limited to documentation collection, coordination between project team members, assembly of project manuals, burning of CDs, and organization of materials in project files through importing, storing, and managing of electronic and hard copy documents.
• Assemble and prepare design submittals and/or RFP packages for timely delivery to external clients. Assemble mailings after delivery from printing vendor, create mailing packages, and manually move to shipping area for UPS prep and pickup.
• Proofreading, editing, and file manipulation of project documentation as requested by the project manager and project team members.
• Maintain server-based file system to align with project filing methodology.
• Create and or manipulate project-based data in electronic format using MS Office (Word and Excel). Must have a strong working knowledge of advanced MS Office features.
• Proficient use of software such as Bluebeam, Deltek VantagePoint, etc. to complete forms, bookmark data, combine files, or enter and manipulate data for project support.
• Maintain project schedules to include MS Outlook calendar coordination, resource management in Deltek VantagePoint, project milestone and task list upkeep, and other scheduled requirements to safeguard project execution.
• Assist Project Managers in monitoring and reporting of project invoicing, budget, and spending.
• Other duties as assigned.

The ideal candidate will possess:

• High School Diploma or equivalent.
• 5 years of administrative support (including 3 years of project support a plus).
• Prior experience in detailed travel and meeting arrangements a plus.
• Experience in client interaction and coordination.
• Experience in the A/E/C industry preferred.
• Demonstrates initiative and a willingness to take on responsibilities and challenges. Ability to work with limited supervision.
• Must be detail oriented and thorough in completing work tasks.
• Strong understanding of administrative and clerical procedures.
• Excellent verbal and written communication skills including effective listening, comprehension, emotional intelligence, and nonverbal communication skills.
• Excellent interpersonal and customer service skills including collaboration and negotiation skills.
• Ability to work with diverse groups involved in the design and construction of a project.
• Excellent organizational, problem-solving, and prioritization skills.
• Excellent time management skills with a proven ability to set goals and meet deadlines.
• Ability to handle stress and function well in a high-paced environment.
• Software proficiency (e.g., MS Office, Bluebeam, Deltek Vantagepoint, Newforma).

Why join us?

• Flexible Work Schedules
• PTO and holidays
• Paid Health and Dental
• Vision Coverage
• Healthcare Savings Account
• 401(k) with Company Match
• Paid Short & Long-Term Disability
• Employee Assistance Program
• Paid Life and AD&D benefits
• Supplemental Life and Health Insurance Additions
• Critical Care Insurance
• Professional Certification Reimbursement
• Professional Organization Membership Reimbursement
• Wellness Incentives
• Tuition Reimbursement
• Free gym membership
• Identity Theft Plan
• Legal Plan
• Pet Insurance

Amount of Travel Required:

This position will require occasional travel, some of which may be international.

Background Check and Drug Testing Information:

RLF conducts background checks and drug screening after an offer of employment has been made. Criminal history will not automatically disqualify a candidate. In addition, during employment individuals may be required by RLF or an RLF client to successfully complete additional background checks, including motor vehicle record as well as drug testing.

Agency Disclaimer:

All vendors must have a signed RLF Placement Agreement from the Director of Human Resources to receive payment for placement. Verbal or written commitments from any other member of the RLF staff will not be considered binding terms. All unsolicited resumes sent to RLF, and any resume submitted to any employee outside of RLF Human Resources, will be considered property of RLF. RLF will not be held liable to pay a placement fee.

Visa Sponsorship:

RLF is not accepting applications for sponsorship at this time (e.g., H-1B or TN Visas).

EEO Statement:

RLF strives to attract and hire the best talent in order to provide a creative and challenging work environment. As such, qualified applicants will receive consideration without discrimination regardless of age, race, creed, color, religion, sex, national origin, ancestry, disability status, veteran status, sexual orientation, gender identity or expression, genetic information, marital status, citizenship status, or any other basis as protected by federal, state, or local law. RLF is an EEO/AA/M/F/Vets/Disabled affirmative action employer.