Front Desk/Project Admin

Hargrove and Associates, Inc; Georgia; On-site; USD 60,000 - 85,000; Full time

Job summary

Hargrove and Associates, Inc is seeking an experienced Administrative Project Coordinator to manage project administration from proposal through closeout. You will assist leadership, support the discipline teams, and perform essential document control and reporting duties in a fast-paced environment.

The role requires 6+ years of administrative experience in an industrial engineering setting, strong MS Office, and familiarity with Deltek Vision and Newforma.

Qualifications

• Education requirement: High School Diploma or equivalent.
• 6+ years as an administrative assistant or project administrator.
• Experience in industrial engineering environment preferred.
• Strong attention to detail and ability to manage multiple tasks.

Responsibilities

• Assist in Deltek Vision resource planning and reporting.
• Prepare project organization charts and transmittals.
• Create and proofread proposals and technical documents.
• Schedule meetings and distribute notes.
• Maintain client and project contacts in Deltek Vision and Outlook.
• Support project communications, mailings, and labeling.
• Provide general clerical support including scanning, copying, and filing.
• Maintain professional meeting spaces.

Skills

Attention to detail

Verbal communication

Written communication

Confidentiality

Multitasking

Prioritization

Report development

Education

High School Diploma or equivalent

Tools

Deltek Vision

Newforma

Microsoft Word

Excel

PowerPoint

Outlook

Job description

What You'll Be Doing

Job Scope: Generally responsible for project administration including overall planning, tracking and documentation of one or several projects from the project proposal phase to the project closeout phase. Projects are typically outlined with specific guidelines and procedures. This position is also responsible for overall department support, including but not limited to the leader and project managers for the specific discipline assigned to. This work will be performed under general supervision.

• Assisting in Deltek Vision Resource Planning and producing reports.
• Preparation of project organizational charts.
• Preparation of project correspondence and transmittals.
• Preparation of project mailings and labels.
• Entering and maintaining current client contact information in both Deltek Vision and Microsoft Outlook.
• Utilizing technical writing skills to assist in creating and preparing proposals and other technical documents, as well as proofing of technical documents.
• Scheduling project and client meetings and arrangements.
• Preparation and distribution of project meeting notes.
• Preparation of client and project presentations.
• Execution of special projects.
• Providing scanning, copying, faxing, and filing services for project related information.
• Maintaining professional appearance of meeting spaces.

Ideal Background

• Education: High School Diploma or equivalent is required.
• Advanced coursework is highly preferred.

Certification

No certification is required for this position.

Experience

This position requires 6 or more years of experience in providing administrative support, preferably in an industrial engineering environment.

Required Knowledge, Skills, and Abilities

• Knowledge and application of company standards.
• Knowledge and application of office administration procedures.
• Proficient in the use of Microsoft Word, Excel, PowerPoint and Outlook.
• Proficient in the use of Newforma, Deltek Vision and other software as needed.
• Extreme attention to detail.
• Excellent proofreading and grammar.
• Ability to communicate effectively, both verbal and written.
• Ability to maintain confidentiality in all areas.
• Ability to work in a fast-paced environment with extreme multi-tasking.
• Ability to prioritize effectively.
• Ability to accurately develop reports.
• Ability to maintain effective working relationships with teammates, clients, and vendors.
• Ability to listen and ascertain the needs of leaders, teammates and clients, and proactively approach these needs to meet critical timelines.
• Ability to find and communicate accurate information.
• Ability to work flexible hours as needed.

Physical Requirements

• Ability to sit, stand or walk for long periods of time.

Hargrove Culture

We work to create an environment founded on trust, personal integrity, and a "team mentality" so that each person understands the value of their contributions both on a project and company-wide level. We know that each person on our team contributes to the success of our company by pairing expertise and passion to meet and exceed the needs of the clients we serve across the globe. Our safety culture protects and promotes the well-being of every person who works with us and every person touched by our work. As a 100% Teammate owned company, we proudly offer a comprehensive benefits package including, paid holidays, personal paid time off, medical, dental, vision, life, and disability insurance, 401(k), and other benefits to eligible Teammates. Hargrove is a drug-free workplace. The selected candidate must be authorized to work in the United States. Hargrove is passionate about serving our clients within our industry and the local economy, and we recognize that our impact goes beyond building great projects. Our extraordinary teammates serve the community with their time, talent, and generosity. The Hargrove team is a family whose volunteerism makes a huge impact on our communities, and The Hargrove Foundation is the vehicle for making a true difference in the lives of others. We work to create an environment founded on trust, personal integrity, and a "team mentality" so that each person understands the value of their contributions both on a project and company-wide level. Hargrove has consistently been ranked one of the "Best Firms to Work For" by organizations such as ZweigWhite and Business Alabama. We pair expertise and passion to meet and exceed the needs of the clients we serve across the globe. Our teammates strive to expand their knowledge and contribute to the success of the organization. Stay informed about new opportunities that are relevant to your profile.