Project Administrator Jobs

Ultimate Staffing is looking for a project administrator to support our client in San Francisco, CA. This is a direct hire role and great opportunity to join an organization who’s mission is to leave the World better than they found it.

We are currently seeking a Design Team Project Administrator. This is a Level 3 position (mid-level of the Project Administrator Team) that requires a self-motivated, individual with strong time management, organizational, and communication skills. A successful candidate will possess exceptional problem-solving skills, have the ability to multi-task, work independently and also as an effective and engaged team member in a fast-paced environment. A Project Administrator’s primary role is to work in conjunction with the overall design team project manager(s) and other Project Administrator(s). The role will include coordinating with and supporting the Design Team Project Manager as well as in-house mechanical, electrical, and plumbing engineers, and outside design team consultants. A successful candidate will help the Design Team Project Manager ensure the design team maintains the project schedule, incorporates lessons learned, follows project processes, including change management, and represents the quality and consistency in design that well represents our mission statement. As the Design Team Project Administrator, you will provide support to the project team to ensure successful completion of projects. The candidate will represent the firm and will interact with clients, contractors, architects, vendors, and other project team members.

Responsibilities:

• Coordinates with Design Team members during design phase(s) to coordinate deliverables and to prepare design issuance packages includes drawings, specifications, basis of design, reports, and other required documentation.

• Quality control and review of contract and construction documents to ensure all internal and external deliverables are coordinated with all other disciplines and that quality control program is followed and documented.

• Assists Project Manager in scheduling and coordinating project meetings and producing, distributing and filing the minutes.

• Coordinate and facilitate production of multi-author Documents to ensure consistency, cohesion, and timeliness.

• Works with Project Managers to resolve priorities.

• Attends and is an active participant in Design and Construction Administration Meetings, including but not limited to weekly OAEC meetings, weekly design team coordination meetings, contractor coordination meetings, and other meetings as appropriate.

• Assists the PM in the planning and execution of any large Owner/GC Design or Construction Review meetings, as well as attend these meetings.

• May work directly with project engineers to produce reports or other project materials, as assigned by the Project Manager.

• Proofreads own work. May proofread others’ work as requested.

• Record and detail existing business processes and consult with management on improvements.

• Assemble and format documents to conform to project or business requirements.

• Work with management to develop Word, Excel, and PowerPoint templates for Documents in order to provide consistency and to improve efficiency and accuracy.

• Institute and curate libraries of reusable document components.

• Maintain and update project schedules.

• Maintain project files, including Project Input and Output, update and manage construction phase documents.

• Research and collect data to prepare monthly, quarterly and special reports and direction of the Project Manager.

• Manage tasks as required to ensure that work is completed on time and on budget.

• Coordinate, support and communicate with colleagues across disciplines.

• Perform clerical support functions; process contracts, purchase orders, change orders, etc.

Competencies:

• Experience in Mission Critical (Data Center) Project Designs preferred.

• Strong software skills including standard Microsoft Office suite as well as ability to learn and master new software on an as-needed basis.

• Strong interpersonal and customer service skills and demonstrated ability to communicate with internal and external business partners.

• Proclivity for catching the error and enacting appropriate changes.

• Experience working on large-scale design and construction projects is highly desirable.

• Minimum of five years of direct experience working with a design-build contractor, architect or consulting engineering firm.

• High proficiency with Microsoft Office Suite, Adobe Acrobat, SharePoint, and Procore.

• Bachelor’s degree in Construction Management, Engineering, or Architecture or equivalent combination of work experience and relevant education.

• LEED Accredited Professional (AP) Certification, preferred