Project Administrator

ZGF Architects; Washington (District of Columbia); On-site; USD 61,000 - 89,000; Full time

Job summary

ZGF Architects in Washington DC is seeking a Project Administrator to join our team. You will collaborate with project teams and firm leadership, manage project documents, and coordinate meetings and travel.

The role requires strong organization, communication, and proficiency with project tools. The right candidate will have 3–4 years of administrative experience in a professional services office, a Bachelor’s degree preferred, and the ability to work under deadlines in a fast-paced

Qualifications

• Bachelor’s degree preferred.
• 3–4 years of mid-level administrative experience in a professional services office (A/E/C field preferred).
• Meticulous organizational and filing skills; able to meet deadlines.
• Excellent written and verbal communication; strong spelling and grammar.
• Proficiency with Microsoft Office Suite; familiarity with project software is a plus.

Responsibilities

• Collaborate with project teams, other administrators, and firm leadership.
• Prepare, process and track all project-related documents (fee proposals, contracts change orders, submittals, RFIs, etc.).
• Route submittals, RFIs and documents; maintain logs and logs accuracy.
• Create, proof, edit, and distribute letters, meeting notes, transmittals, reports and schedules.
• Set up and maintain project files; coordinate client presentation materials (Word, InDesign, Affinity Designer).
• Schedule meetings, arrange travel and logistics; manage conference room needs.
• Handle calls, emails, shipments; assist with front desk duties as needed.

Skills

Communication

Organizational skills

Interpersonal skills

Independent work

Typing/ grammar

Multitasking

Office workflow

Education

Bachelor's degree

Tools

Microsoft Office

Newforma

Bluebeam

Deltek Vision

InDesign

Affinity Designer

Job description

ZGF is seeking a Project Administrator to join our team in our Washington DC office. We are seeking self-motivated individuals who possess a strong work ethic, excellent communication skills and a proven record as a reliable administrator. As Project Administrator, you will….

• Work collaboratively with project teams, other project administrators, and firm leadership
• Prepare, process and track all project-related documents (some of which include fee proposals, contracts change orders, document releases, payment applications and certificates of substantial completion)
• Route Submittals, RFIs and other documents for issuance and maintain accurate logs
• Create, proof, edit, copy and distribute general and project-related correspondence (letters, meeting notes, transmittals, reports, estimates, graphs, charts, schedules, etc.)
• Set up and maintain project files
• Provide and coordinate client presentation materials using Word, InDesign or Affinity Designer, PowerPoint
• Schedule and arrange project meetings, including room setup, coordination of food and beverage needs and conference room cleanup
• Arrange domestic and international travel and associated logistics
• Accurately route and handle incoming and outgoing calls, email and shipments
• Assist with general office and front desk duties as needed to support the administration team, leadership, and office

Qualifications:

• Bachelor’s degree preferred
• Minimum of 3-4 years of mid-level administrative experience in a professional services office required (A/E/C field preferred)
• Meticulous organizational and filing skills
• Excellent interpersonal skills; demonstrated ability to communicate and interact effectively with all levels of the organization
• Able to work independently and efficiently in a competing deadline sensitive environment
• Adept at meeting daily work requirements while maintaining effective work relationships with team members
• Must be articulate with superb written and verbal communication skills, including excellent spelling, grammar and typing abilities
• Ability to work in multiple computer programs simultaneously
• Proficiency in Microsoft Office Suite required
• Proficiency with Newforma, Bluebeam, Deltek Vision, InDesign or Affinity Designer preferred; AIA Contract Document software experience a plus
• Demonstrated aptitude for learning new software
• Knowledge of architectural/engineering terminology desired

Base Salary Range:

$60,930/yr - $88,515/yrdepending on experience

We know that great projects take more than a design team to become a reality. Whether you're a finance professional, project manager, or specialist in another field, your expertise helps create a healthier, more equitable built environment. Studies show that women and people from underrepresented groups are less likely to apply for jobs unless they meet every qualification. We encourage you to apply even if you don't check every box—your skills and experiences may be exactly what we need.

ZGF Architects is committed to fostering a diverse, inclusive, and welcoming workplace. As an equal opportunity employer, we celebrate the unique qualities and perspectives that each individual brings to our team. We encourage applicants of all backgrounds, experiences, and identities to apply. Regardless of age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law, we are excited to consider qualified candidates.