Hybrid Project Coordinator: Admin, Billing & Docs

Skidmore, Owings & Merrill LLP (SOM); New York (NY); Hybrid; USD 70,000 - 80,000; Full time

Benefits offered by this job

Medical, dental, vision, disability, &

Life & accident insurance

401(k) matching

Hybrid/flexible schedules

Paid family leave

Paid vacation

Backup child and elder care

Professional development reimbursement

Job summary

Skidmore, Owings & Merrill LLP (SOM) in New York seeks an administrative coordinator to support project and office operations. You will draft proposals, memos, contracts, and schedules; generate project accounting and labor reports; coordinate client meetings and minutes; and prepare billings and project setup in accounting systems.

The role requires a bachelor’s degree and at least 2 years of team-based office experience; architecture/engineering/construction exposure is highly desirable;

Qualifications

• Bachelor’s degree is desirable.
• Minimum 2 years of professional office experience working as part of a team.
• Experience in architecture, engineering, or construction highly desirable.
• Strong proofreading skills.
• Exceptional written and communication skills.
• Proven work ethic with ability to anticipate needs, serve clients, initiate decisions, and coordinate activities of others.
• Prior financial, accounting, or bookkeeping experience.
• Strong command of Google Workspace, Microsoft Word and Excel, and Salesforce.

Responsibilities

• Draft fee proposals, project memos, contracts, and schedules for professional services.
• Generate project accounting and labor reports.
• Prepare marketing related efforts.
• Schedule client meetings and record meeting minutes for review by Project Manager.
• Prepare billings to ensure payment compliance, set up projects in accounting systems, and maintain work plans in Vision for review with Project Manager and Project Accountant.
• Maintain records of certificates of insurance, both internally and externally.
• Facilitate progress action items during Construction Documents (CD), tender, and Construction Administration (CA) phases.
• Maintain, review, update, and archive project data in hard copy files, network drives, Google Drive, Salesforce, OpenAsset, and other mediums.
• Identify, organize, and implement independent administrative projects, meeting deadlines.
• Maintain multiple schedules, both individual and project specific.
• Complete expense reports, time cards, and team travel arrangements.

Skills

Proofreading

Written communication

Team collaboration

Education

Bachelor’s degree

Tools

Google Workspace

Microsoft Word

Excel

Salesforce

Job description

Skidmore, Owings & Merrill LLP (SOM) in New York seeks an administrative coordinator to support project and office operations. You will draft proposals, memos, contracts, and schedules; generate project accounting and labor reports; coordinate client meetings and minutes; and prepare billings and project setup in accounting systems.

The role requires a bachelor’s degree and at least 2 years of team-based office experience; architecture/engineering/construction exposure is highly desirable;