Project Administrator
KieranTimberlake is seeking a Project Administrator to join our office. Composed of over 100 professionals with diverse backgrounds and abilities, our design practice is recognized worldwide. With equal emphasis on research, communications, and the built environment, our projects include new buildings as well as the conservation, renovation, and transformation of existing buildings. We have special expertise in education, government, arts and culture, civic, and residential projects, but common to all our work is the principle that each project begins with a question and continues its development within a culture of research.
Responsibilities
The Project Administrator provides administrative support to the firm's leadership and architectural staff. Working closely with multiple project teams, the Project Administrator helps design staff work more efficiently by assisting with project communications, routing information, project expense tracking, filing, and printing. Additional responsibilities may include, but are not limited to:
- Attending project kick-off meetings
- Coordinating and implementing quality management processes
- Creating and maintaining team directories, project websites on the firm's intranet, and physical and electronic project files
- Drafting and circulating contracts among consultants and vendors
- Preparing, printing, and circulating contract deliverables including specifications, schedules, and reports
- Reviewing and tracking consultant invoices and expenses
- Coordinating with the Finance Group to ensure that project expenses are appropriately logged and submitted in a timely manner
- Scheduling team meetings and maintaining project calendars in Outlook
- Drafting agendas for design reviews, office meetings, and consultant and client meetings
- Assisting with meeting setup and hospitality
- Assisting architectural staff with correspondence, transmittals, and meeting minutes
- Creating a monthly assessment of project hours for submission to the Business Manager
- Creating and maintaining progress logs to track RFIs, submittals, and other communications during construction
- Archiving files following a project's completion
- Arranging deliveries and returns from an off-site archive storage facility
- Managing and tracking license applications, license renewals, and continuing education requirements
Qualifications
Because this role involves close collaboration with multiple project and support teams, the Project Administrator must be a willing collaborator who can think critically, solve problems independently, and voice his or her ideas effectively. The successful candidate will be a self-motivated individual with the ability to multitask and work efficiently toward deadlines in a fast-paced environment. He or she will also be willing to perform a wide range of administrative support requests from project teams throughout all phases of design. The ideal candidate should also have excellent written, verbal, and organizational skills and must demonstrate a high level of precision and consistency in his or her work. 2-5 years of professional experience in a similar position is required, and preference will be given to candidates who are familiar with construction administration and construction administration software.
Submission Requirements
Interested applicants must send the following via email attachment:
- A cover letter indicating your interest in the position
- A current resume including references
All materials should formatted as a single PDF and emailed to careers@kierantimberlake.com with "Project Administrator" in the subject field. Please also include where you saw our job posting. The total size of the attached file cannot exceed 5 MB.
This position reports to the Partners and Associates of the firm. Salary is commensurate with education level, professional experience, and demonstrated knowledge, but a full benefits package including medical, prescription, dental, vision, and life will be offered. Due to the volume of interested applicants, we are not able to respond to telephone inquiries.
KieranTimberlake is an equal opportunity employer.
Date posted: 6/18/18
