Project Administrator

ZGF Architects; Washington; On-site; USD 60,000 - 90,000; Full time

Job summary

ZGF Architects in Washington DC is seeking a Project Administrator to support project teams with document control, correspondence, travel logistics and meeting coordination. You will route submittals and RFIs, manage schedules, and maintain project files to ensure smooth project delivery.

The ideal candidate has 3–4 years of mid-level admin experience in a professional services office (A/E/C preferred), a Bachelor’s degree preferred, and strong MS Office skills; knowledge of InDesign, Newforma,

Qualifications

• Three to four years of mid-level administrative experience in a professional services office (A/E/C preferred).
• Bachelor’s degree preferred.
• Proficient in Microsoft Office Suite and related tools.

Responsibilities

• Collaborate with project teams, other project admins, and firm leadership.
• Prepare, process and track all project documents (fee proposals, change orders, releases, payment applications, certificates).
• Route submittals, RFIs and other documents for issuance and maintain logs.
• Create, proof, edit, copy and distribute letters, meeting notes, transmittals, reports, estimates, graphs, charts, schedules, etc.

Skills

Communication

Organization

Attention to detail

Microsoft Office Suite

Education

Bachelor's degree preferred

Tools

Newforma

Bluebeam

Deltek Vision

InDesign

Affinity Designer

Microsoft Office

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

• 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

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.

If you're ready to contribute to meaningful work, we invite you to submit your cover letter and resume online.