Project Administrator

Cannon Design; Minneapolis (MN); On-site; USD 39,606 - 49,510; Full time

Job summary

CannonDesign is seeking a detail‑oriented on‑site Administrative Support professional for a Rochester, MN project. You will back the project team with administrative duties, prepare reports, and coordinate meetings to keep workflows smooth.

Relocation assistance is provided to enable on‑site presence. The role may involve client/site visits, budgeting support, and collaboration across practice and operations leaders.

Qualifications

• Minimum of 4 years of experience in related administrative roles.
• Experience in architecture/engineering/interior design industry preferred.
• Strong verbal and written communication with presentation skills.
• Ability to work in a team, manage time, and stay organized.
• Proficiency in MS Office (Word, Excel, PowerPoint); InDesign a plus.
• Experience with Procore and Newforma is beneficial.
• Familiarity with video/audio meeting tech, Deltek Vision/Deltek
• Willingness to travel as needed.

Responsibilities

• Coordinate project updates and weekly status emails with internal and external teams.
• Organize onsite client meetings and assist in report generation.
• Support proposal and contracting efforts; prepare memos and presentations.
• Take and transcribe meeting notes; assist in budgeting and billing workflows.
• Review consultant invoices and assist in accounts payable processes.
• Monitor project workflows, maintain project files, and support leadership.
• Assist in developing fees during proposals and support staffing data in Deltek Vision.
• Provide travel support and ensure accurate documentation.

Skills

MS Office

Word

Excel

PowerPoint

InDesign

Procore

Newforma

Verbal communication

Written communication

Presentation skills

Teamwork

Time management

Organization

Attention to detail

Travel

Education

High School Diploma

Associate's degree

Tools

Deltek Vision

Deltek

MS Project

Job description

ABOUT THE ROLE

This position requires consistent on-site presence at the project site in Rochester, Minnesota. CannonDesign offers relocation support to facilitate this on-site requirement. 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.

The salary range for this position to be filled in the Rochester, MN 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. Employees may be eligible for discretionary bonuses. We offer a full benefit package including medical, dental and vision coverage, flexible spending account options, voluntary insurance, paid time off, flex-time schedules, remote work options, a 401(k) plan and employee perk programs. For a general overview of our benefits, please visit our careers page at https://www.cannondesign.com/careers/benefits. Actual compensation may vary from posting based on geographic location, work experience, education and/or skill level.

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.