AEC Project & Office Administrator

Ultipro; Boulder (CO); On-site; USD 54,000 - 67,000; Full time

Benefits offered by this job

Performance-based bonuses

Medical, dental, and vision insurance

401 (k) with company match

Paid time off and company holidays

Wellness programs

Professional development support

Job summary

Salas O'Brien in Boulder, CO is seeking a Project Administrator & Office Administrator to support both project delivery and daily office operations within our Acoustics, Technology, and Specialty Consulting teams.

The role focuses roughly 80% on project administration—tracking, document control, and QA/QC coordination—while 20% covers office duties such as scheduling, onboarding, events, and visitor support. AEC knowledge is helpful.

Qualifications

• Understanding of the AEC design and construction process is desired.
• Strong organizational and time management skills.
• Good communication skills (written, email, messaging).
• Excellent attention to detail.
• Proficient in MS Office (Word, Excel, PowerPoint, Teams).
• Experience with Adobe Acrobat and Bluebeam preferred.
• Experience with Wrike, Asana, Monday.com, Smartsheet preferred.
• Experience with Deltek Vantagepoint a plus.

Responsibilities

• Assist Marketing, Finance and the design team in tracking projects from inception to close-out.
• Assist project managers with project tracking in Wrike (our project management software).
• Attend weekly internal workload meetings.
• Lead document tracking and electronic filing of RFIs and Submittals.
• Maintain project contact lists and distribution lists.
• Assist with project release coordination, including spec formatting and document uploads.
• Assist with deliverable checklists and internal QA/QC coordination.
• Help coordinate project closeout tasks, record documents, and file archiving.
• Serve as the primary point of contact for day-to-day office administrative needs.
• Manage office supply inventory and coordinate purchasing of office supplies and consumables.
• Coordinate incoming and outgoing shipping, courier services, and package distribution.
• Act as the liaison between office staff and building management for facility-related issues.
• Coordinate office safety programs.
• Welcome and assist visitors, clients, vendors, and interview candidates, ensuring a positive office experience. Coordinate Lunch & Learns with vendors.
• Coordinate office events, team gatherings, and employee engagement activities.
• Help maintain a professional, organized, and functional office environment.
• Support employee onboarding activities, including workspace preparation and coordination of office resources.

Skills

Positive attitude

AEC understanding

Strong organization

Communication skills

Attention to detail

MS Office proficiency

Adobe Acrobat

Bluebeam experience

Wrike, Asana, Monday.com, Smartsheet

Deltek Vantagepoint

Tools

Wrike

Asana

Monday.com

Smartsheet

Deltek Vantagepoint

Adobe Acrobat

Bluebeam

Job description

Salas O'Brien in Boulder, CO is seeking a Project Administrator & Office Administrator to support both project delivery and daily office operations within our Acoustics, Technology, and Specialty Consulting teams.

The role focuses roughly 80% on project administration—tracking, document control, and QA/QC coordination—while 20% covers office duties such as scheduling, onboarding, events, and visitor support. AEC knowledge is helpful.