Office Administrator
Brailsford & Dunlavey, Inc.
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Benefits offered by this job
Job summary
Brailsford & Dunlavey is seeking an Office Administrator to support the Northeast Region, including Washington, DC, New York, and Boston offices. You will partner with regional leadership to coordinate financial reporting, contract administration, HR activities, office operations, and marketing initiatives while ensuring efficient daily operations.
The role emphasizes strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced professional
Qualifications
- 4+ years of office operations, project coordination, or business support experience within a professional services environment.
- Experience supporting Architecture, Engineering, Construction (AEC), real estate, development, or related professional services organizations preferred.
- Advanced proficiency with Microsoft Office (Excel, Word, Outlook, PowerPoint).
Responsibilities
- Finance & Operations: support monthly invoicing, client invoices, AR follow-up, project reporting, contract administration, revenue projections, and regional reporting.
- Marketing & Business Development: assist with proposals, qualifications packages, conference logistics, and marketing collateral.
- Human Resources: onboarding, scheduling, HR systems navigation, time reporting, PTO information, and engagement initiatives.
- Office Operations: coordinate meetings/events, support workplace operations, vendor interactions, and logistics, collaborating with cross‑firm teams.
Skills
Education
Tools
Job description
Brailsford & Dunlavey and PMA have integrated hiring operations after our recent merger . Explore all of our open opportunities below.
B&D is entering an exciting period of growth, creating new opportunities for professionals who enjoy being at the center of a dynamic, fast-paced professional services environment. We are seeking a highly organized and proactive individual who thrives on solving problems, supporting teams, managing complex priorities, and helping an organization operate efficiently and effectively.
At B&D we lead the planning, development, and management of the places that shape and strengthen communities, where people live, learn, work, and play. B&D partners with institutions, municipalities, and organizations to shape and deliver complex real estate and capital projects, providing strategic insight and end-to-end advisory services across the full project lifecycle.
B&D recently joined forces with Project Management Advisors, bringing together two nationally recognized leaders in program management and real estate advisory services. Together, the combined firm offers expanded capabilities across industries and throughout the full project lifecycle, from early-stage strategy and planning through execution and beyond.
As Office Administrator, you will play a vital role in supporting the day-to-day operations of B&D's Northeast Region, including our Washington, DC, New York, and Boston offices. This is more than a traditional administrative position. You will serve as a key operational partner to regional leadership, helping coordinate financial reporting processes, contract administration, project setup, office operations, meetings, human resources activities, marketing initiatives, and employee engagement efforts.
Success in this role requires strong organizational and analytical skills, exceptional attention to detail, sound judgment, and the ability to manage multiple priorities simultaneously. You will regularly collaborate with senior leaders and cross-functional teams across Finance, Human Resources, Operations, Marketing, and Legal, helping ensure regional priorities move forward efficiently and effectively.
This position is on-site based in Washington, DC.
- Serve as a liaison between regional project teams and Corporate Finance to support monthly invoicing activities.
- Lead the preparation, issuance, and tracking of client invoices.
- Coordinate and follow up on accounts receivable balances and payment status with clients and internal stakeholders.
- Partner with Operations and Finance to prepare project reporting and efficiency metrics.
- Support the creation, processing, and administration of client contracts and contract documentation.
- Review and update project revenue projections in coordination with project managers and operations teams.
- Assist leadership in tracking regional performance metrics, project activity, and operational reporting.
- Coordinate the setup of new projects and project documentation within Workday, SharePoint, and other internal systems.
- Prepare materials and reports for regional meetings and leadership discussions.
- Support the tracking and maintenance of regional business development pipelines.
- Assist with the preparation, production, and assembly of proposals, qualifications packages, and interview materials.
- Coordinate conference registrations, sponsorships, and event logistics.
- Support project teams with industry publications, articles, and marketing initiatives.
- Collect, organize, and distribute project information and marketing collateral.
- Assist with annual client outreach and holiday gifting programs, including database management and coordination.
- Track employee participation in industry organizations and events.
- Assist with employee onboarding activities and office orientation.
- Coordinate interview scheduling and candidate logistics.
- Help employees navigate internal HR systems and resources.
- Distribute and track periodic time reporting and PTO-related information.
- Partner with Human Resources on employee offboarding activities and transitions.
- Support employee engagement initiatives and office culture programs.
- Help create an engaging, welcoming, and highly functional office environment.
- Coordinate office meetings, team events, retreats, celebrations, and other special events.
- Serve as a resource for employees and visitors while supporting workplace operations.
- Coordinate shipping, deliveries, vendor interactions, and office logistics.
- Collaborate with Office Administrators and corporate support teams across the firm.
- Support special projects and operational initiatives as assigned.
- Serve as a trusted operational resource to regional leadership and project teams.
- Build strong working relationships across departments and office locations.
- Proactively identify challenges, anticipate needs, and implement solutions.
- Prioritize competing demands while ensuring deadlines and commitments are met.
- Exercise sound judgment when handling confidential and sensitive information.
- Support continuous improvement efforts that enhance operational efficiency and employee experience.
- Contribute to a collaborative, positive, and service-oriented culture.
- 4+ years of office operations, project coordination, or business support experience within a professional services environment.
- Experience supporting Architecture, Engineering, Construction (AEC), real estate, development, consulting, or related professional services organizations preferred.
- Advanced proficiency with Microsoft Office, including Excel, Word, Outlook, and PowerPoint.
- Strong Excel skills and comfort working with spreadsheets, financial data, and operational reporting.
- Ability to understand and work with project metrics, revenue projections, and business reporting.
- Excellent written and verbal communication skills, including proofreading and document review.
- Strong organizational skills and exceptional attention to detail.
- Demonstrated ability to manage multiple priorities and deadlines simultaneously.
- Self-starter with the ability to work independently and take initiative.
- Strong interpersonal skills and the ability to work effectively with individuals at all levels of an organization.
- Effective problem-solving skills, sound judgment, and adaptability.
- Experience with Workday, SharePoint, Monday.com, or similar business systems is a plus.
- Experience supporting senior leaders in a fast-paced professional services environment.
- Ability to analyze information and translate data into meaningful operational insights.
- Strong relationship-building skills and a customer-service mindset.
- Experience coordinating across multiple departments and stakeholder groups.
- Ability to balance tactical execution with broader operational awareness.
- Passion for creating an organized, engaging, and high-performing workplace environment.
- Confidence working with a variety of personalities and communication styles.
Support the teams and operations that help deliver projects shaping communities across the country.
Gain exposure to finance, operations, marketing, human resources, and business management within a growing professional services firm.
Work alongside professionals who value curiosity, teamwork, integrity, and excellence.
This role offers exposure to regional leadership and cross-functional operations, creating opportunities for continued professional growth and advancement within the firm.
Comprehensive benefits include 100% company-paid medical, dental, and prescription coverage, a targeted 7% employer contribution 401(k), generous PTO, and more.
We recruit project managers, construction managers, planners, architects, economists, finance specialists, management consultants, and other experts. The merging of these diverse skill sets and backgrounds helps us meet—and often exceed—our firm’s goals. We are committed to every employee’s rapid professional development and provide many opportunities for everyone to stretch their intellectual capacities.
B&D Employee
We believe that a comprehensive benefits package is critical to supporting our employees’ personal and family needs, and demonstrates our true commitment to work-life balance.
Whether you are looking for a company that shares the burden of health care costs, permits occasional working-from-home flexibility, or invests heavily into each employee’s 401(k), B&D delivers a complete package.
B&D provides a complete package to our full-time employees.
- 100% company-paid medical, prescription, and dental insurance premiums for employees and their children
- Flexible spending accounts for medical and dependent care expenses
- Company-paid contributions to 401(k) retirement accounts
- Flextime and telecommuting
- Parental leave
- Voluntary vision insurance
- Company-paid disability and life insurance
- Vacation, sick, and holiday pay
- Adoption assistance program
- Reimbursement for professional memberships/certifications
- Learning & Development department dedicated to providing in-house training
- Employee assistance program
- Corporate fitness center access at most locations
- Cell phone reimbursement
- Wellness Committee and wellness-based programming
Each B&D employee embodies these attributes:
- Willing to take intellectual, emotional, & financial risks
- Committed to excellence for excellence’s sake
- Predisposed to initiate deliberate, disciplined action
- Intellectually curious
- Of high personal integrity
- Ambitious for the firm
- Engaging
- Able to endure to achieve excellence
Throughout B&D’s history, firm leaders have shown a commitment to creating positive, inclusive, and diverse environments for both our client communities as well as the firm. Inclusion is an essential part of our purpose.
In addition to making concerted efforts to hire and retain a diverse group of employees, we have an active Inclusion Committee that is dedicated to ensuring we all feel connected and included at B&D. As a firm, we are examining our biases together, which makes us all better and allows us to make smarter decisions for our clients. Working for B&D means making inclusion a top priority in your day-to-day words and actions.
At B&D, we are committed to fostering a diverse and inclusive culture. This is why we are proud to have an Employee Resource Group, which was formed organically through the efforts of many individuals passionate about equity in the workplace.
In the true spirit of inclusion, this group is open to all employees. The ERG meets regularly to discuss issues, host events, provide peer support and advise HR and senior leadership on matters related to the workplace and the broader community. Our ERG helps expand representation to include new perspectives at all levels of the organization. Interest groups represented within our ERG include, but are not limited to, LGBTQ+ employees, black employees, women employees, parents, health and wellness initiatives, and more.
Brailsford & Dunlavey is an Affiliation and an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability. If you have a disability and you believe you need a reasonable accommodation in order to search for a job opening or to submit an online application, please e-mail humanresources@bdconnect.com.
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