Project Administrator

CannonDesign; Chicago (IL); On-site; USD 39,606 - 49,510; Part time

Benefits offered by this job

Discretionary bonuses

Flexible spending account

Paid time off

Flexible schedules

Remote work options

401k plan

Job summary

A leading design and architecture firm in Chicago is seeking an Administrative Support professional to coordinate project activities and facilitate team communication. Responsibilities include project updates, organizing meetings, and assisting with invoices. Candidates should have a High School Diploma, at least 4 years of relevant experience, and strong proficiency in Microsoft Office. The salary range for this position is $28.75 to $35.94 per hour, with a full benefits package.

Qualifications

• Minimum of 4 years of experience in related roles.
• Experience in architecture/engineering/interior design preferred.
• Ability to handle multiple projects and meet deadlines.

Responsibilities

• Coordinate with team members for project updates.
• Organize onsite client meetings and assist in report generation.
• Review consultant statements and assist Project Managers.

Skills

Communication skills

Organizational skills

Time management

Proficiency in Microsoft Office Suite

Detail-oriented

Education

High School Diploma

Associate's degree

Tools

Microsoft Excel

Microsoft Access

Procore

Newforma

MS Project

Job description

ABOUT THE ROLE

You will provide administrative support to project team members. This role will be done working in the office along with the potential for client and on-site visits as required.

HERE'S WHAT YOU'LL DO

• Coordinate with internal and external team members to obtain and collate project updates, deliverables, and weekly recaps to prepare weekly project status email.
• Organize and set up onsite client meetings as needed.
• Assist in report generation.
• Support project proposal and contracting effort.
• Prepare project team memos and project presentations.
• Take and transcribe project meeting notes.
• Accounts Payable – review, research, and respond to consultant statements, including working with accounting to resolve issues on the no pay list (contracts, missing insurance, upload/update Deltek).
• Support the Practice and Operations leaders in reviewing project/program performance.
• Assist Project Managers in the Review/approval of consultant invoices.
• Monitor flow of all processes across the program/project (including but not limited to agreements, quality plans, accounting, legal, basis of design, general office practices), information, and practice integration and provide research and feedback as necessary.
• Assist the Principals and Project Managers in the development of fees during proposals.
• Provide support for labor transfers required.
• Distribution and vetting of project expenses for billing.
• Manage and coordinate workload of team.
• Prepare complex spreadsheets and database work in Excel and Access.
• Assist with project staffing data in Deltek Vision Project/Resource Planning.
• Maintain records for financial status of projects.
• Work with individual Project Managers to prepare approvals for additions to scope of work and approve and process payables for our services.
• Set up and maintain project files according to firm standards.
• May assist with other marketing-related tasks including proposal presentations when requested.
• Travel as needed.

HERE'S WHAT YOU'LL NEED

• High School Diploma required. Associate’s degree preferred.
• Minimum of 4 years of experience performing in related roles required.
• Experience working in the architecture/engineering/interior design industry preferred.
• Strong verbal and written communication skills as well as presentation skills.
• Ability to work in a team setting, strong time management and organizational skills.
• Ability to handle multiple projects to meet required deadlines. Accuracy / Detail-oriented and ability to follow through on a timely basis.
• Strong proficiency in Microsoft Office Suite including word, excel and PowerPoint. InDesign experience preferred.
• Procore and Newforma software experience a plus.
• Experience with video and audio meeting technologies.
• MS Project schedule development experience preferred.
• Travel as needed.

SALARY & BENEFITS

The salary range for this position to be filled in the Chicago office is $28.75 to $35.94 hourly. This salary range is the range we believe is the anticipated range of possible base compensation at the timing of the posting. We may ultimately pay more or less than the anticipated salary range for the position. Employees may be eligible for discretionary bonuses. We offer a full benefit package including medical, dental and vision coverage and flexible spending account options and voluntary insurances. We have paid time off, flex-time schedules, remote work options and a 401k plan and employee perk programs. For a general overview of our benefits, please visit our careers page. Actual compensation may vary from posting based on geographic location, work experience, education and/or skill level.

CONDITIONS OF EMPLOYMENT

As a condition of employment, all employees are expected to complete mandatory training, including compliance training, within required timeframes and adhere to our internal policies and our Code of Conduct.

EQUAL OPPORTUNITY EMPLOYER

CannonDesign is an Equal Opportunity Employer. CannonDesign is committed to maintaining a work environment that is free from any and all forms of unlawful discrimination and harassment. It is therefore the firm’s policy to prohibit discrimination and harassment against any applicant, CannonDesign employee, vendor, contractor, or client on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, pregnancy, veteran status, genetic information, citizenship status, or any other basis prohibited by applicable law. It is also CannonDesign’s policy to prohibit any and all forms of retaliation against any individual who has complained of harassing or discriminatory conduct, or participated in a firm or agency investigation into such complaints.