Project Administrator I

Position Title:ProjectAdministratorI– Design Department

Position Location:Remote–workvirtually fromanywhere in the United States

Job Summary

TheProjectAdministratorI will have the opportunity tointerface withthe Design Department and is part of the Design Team. The successful candidate willdemonstrateproblem-solving skills, effective teamwork, and respect for deadlines while providing project administrative support across both design and construction phases.

The ProjectAdministrator Iwill rely on instructions and pre-established guidelines to perform the functions of the job and will work under immediate supervision. The ProjectAdministrator Iwill communicate andoperatein line with organizational goals and values, as well as departmentalobjectives.

Essential Functions

Document Organization and Management (35%)

• Work with project managers and coordinators to capture and organize project conditions, key decisions, deadlines, and direction in meeting notes, action-item trackers, and decision logs.

• Log, file, andmaintainincoming and outgoing project documents, including drawings, specifications, RFIs, submittals, and meeting records, using approvednamingand filing standards.

• Ensure proper version control of all documents,maintainingthe latest versions for review and clearly archiving superseded versions.

• Update and maintain document and correspondence logs so that project teams can seecurrent statusat a glance.

• Archive andmaintainhistorical documentation to support future project needs, audits, andcloseout.

• Maintain and update project-specific SharePoint or similar document repositories, including folder structures, permissions (as directed), and links used by the team.

Communication,Coordination, and Construction-Phase Tracking(30%)

• Collaborate with project managers, coordinators, engineers, and other team members to ensure that project direction, decisions, and deadlines are clearly documented and circulated.

• Maintain project deadline calendars and assist in tracking key milestones and deliverable dates, including internal and external submission targets.

• Download RFIs, submittals, and other construction-phase documents from client or contractor portals, enter key information into tracking tools, and route items to theappropriate teammembers according to standard procedures.

• Return reviewed and approved documents via client- or contractor-specific portals, ensuring files are correctly named and posted to the right locations.

• Coordinate and schedule internal and external project meetings, including sending calendar invitations and sharing relevant materials.

• Take and distribute meeting notes for meetings attended, capturing decisions, action items, and due dates and updating trackers as directed.

• Send routine, process-focused communications such as document transmittals, upload confirmations, and schedule reminders using approved templates and guidelines.

Quality Controland Revit / Drawing Support(20%)

• Check documents for completeness, correct file naming, and basic formatting before submission or filing, and flag discrepancies for project leads.

• Assistin preparing documentation for project closeout, including compiling final drawing sets, specifications, and key correspondence.

• Perform periodic spot-checks of document organization and logs to support consistency, accuracy, and audit readiness.

• Provide limited, non-technical Revit-based support, primarily related to printing or exporting drawings and assembling drawing sets; advanced modeling knowledge is notrequired.

Administrative and Project Support (15%)

• Provide general administrative support to project teams, including scheduling meetings, preparing correspondence, and handling other clerical tasks as needed.

• Support project teams inmaintainingand updating high-level project schedules or trackers as directed, including recording progress against key deliverables.

• Handle routine project correspondence, including responding to and managing document requests within defined guidelines.

• Use Microsoft Office applications and project platforms to prepare, format, and organize project information and reports.

• Use AI-based tools and automation methods to improve the efficiency of routine administrative tasks such as document formatting, basic data extraction, and drafting standard communications.

• Complete assigned tasks and deliverables on time and on budget.

• Perform other related duties as assigned.

Completion of Assigned Tasks and Deliverables on Timeand onBudget.

Position Requirements (BEGINNERlevel for all the following unless otherwise noted)

• Proficiencyin AI-based tools and methodologies to increase efficiency in administrative and documentation tasks.

• Proficiencyin Microsoft Office Suite (Word, Excel, Outlook) for managing documents, tracking data, and effective communication.

• Familiarity with project and construction platforms used for document control, tracking, and collaboration (training will be provided).

• Skill in organizing andmaintainingdocuments with attention to detail and accuracy in categorizing, filing, and version control of project documentation.