Project Administrator II

KAI Enterprises; Atlanta (GA); Hybrid; USD 60,000 - 90,000; Full time

Job summary

An established industry player is on the lookout for a Mid Level Project Administrator to join their dynamic team. This role offers the opportunity to manage project documentation from design to construction, ensuring compliance with industry standards. The ideal candidate will thrive in a hybrid work environment, collaborating with teams across multiple locations. With a strong focus on organization and communication, this position is perfect for those eager to contribute to impactful projects while developing their skills in a supportive atmosphere. Join a firm that values diversity and innovation in the architecture and engineering sectors.

Qualifications

• 3-5 years of Project Administration/Document Controls experience required.
• Strong understanding of document management processes and industry standards.

Responsibilities

• Manage project documentation, ensuring accuracy and accessibility.
• Support project managers with document control and communication.

Skills

Verbal and written communication skills

Organizational skills

Microsoft Office proficiency

Time management skills

Editing and proofreading abilities

Adaptability to new technologies

Document management principles

Education

Bachelor's degree in Project Management or related field

Tools

SharePoint

Procore

Bluebeam

BIM360

Job description

Direct message the job poster from KAI Enterprises

Talent Acquisition Leader at KAI Enterprises and The Up Companies

Project Administrator II

Level: 10+ Years of Experience

Reports to: Project Administration Group Leader

Position Summary:

We are seeking a highly motivated and detail-oriented individual to join our team as a Mid Level Project Administrator. The ideal candidate will have a solid understanding of document management processes, including knowledge of Master Format, and a proven track record of managing project documentation effectively. The successful candidate will work closely with project managers and discipline team members to assist in the development of project documentation from Design Development to Construction Administration. You will be expected to work in a hybrid work environment, collaborating with KAI team members primarily in St. Louis, Dallas, and Atlanta.

Primary Functions

• Key support during the Construction Administration phase; Receives, files, logs, distributes, tracks, and returns RFIs and Submittals throughout the duration of construction.
• Assist in the development of Specifications: coordinating between disciplines, editing, formatting, and assembling Project Manual.
• Manage and organize project documentation, including drawings, specifications, reports, and correspondence, adhering to company standards and industry best practices.
• Implement and maintain document version control procedures to ensure accuracy and accessibility of the latest project documents.

Essential Functions

• Regularly update and maintain Vendor, License & Affiliation, Subconsultant, and Project lists.
• Assist in drafting and finalizing AIA Documents such as Agreements, Change Orders, and Letters of Substantial Completion.
• Track and log incoming and outgoing project documents, maintaining comprehensive records of revisions, approvals, and comments.
• Support ad-hoc requests from Project Controls Director, Business Leaders, and Project Managers.
• Communicate effectively with project managers, team members, subconsultants, contractors, etc.
• Work closely with project managers, tracking open items and due dates, and sending status updates.
• Utilize knowledge of MasterFormat to organize and categorize project documents effectively, facilitating efficient retrieval and reference.
• Provide guidance and support to junior document control staff and project team members on document control procedures, software usage, and industry standards.

Required Skills

• Strong verbal and written communication skills.
• Strong organizational skills.
• Strong proficiency using Microsoft Office (e.g., Outlook, Word, Excel, and Teams).
• Ability to work efficiently and remain organized.
• Ability to maintain a strong sense of focus and confidence under tight deadlines and varying workloads.
• Excellent time management skills and ability to multi-task, responding to changing needs and schedules.
• Strong editing and proofreading abilities.
• Eagerness to learn and adapt to new technologies and methodologies.
• Strong understanding of document management principles, practices, and industry standards.

Required Experience

• 3-5 years Project Administration/Document Controls experience in architecture, engineering, construction, or real estate development.
• Knowledge of the different disciplines and roles that make up a Design Team.
• Proficiently use document management software (e.g., SharePoint, Procore, Bluebeam, BIM360) to maintain document repositories, workflows, and ensure effective communication and collaboration across project teams.

Preferred Experience

• Bachelor's degree in a related field (e.g., Project Management, Business Administration, Engineering).
• Certification in a related field (e.g., CSI Construction Document Technologist).

This summary reflects the core responsibilities of the Document Controls Specialist and may evolve based on the candidate’s skillset and interests.

About KAI

KAI Enterprises is a national design and build firm providing delivery-oriented building solutions with a diverse portfolio of experience, in-house multi-discipline professionals, and expertise in both design and construction delivery. Founded in 1980, KAI has grown into one of the largest minority-owned firms in the AEC industry. For more than 40 years, KAI has been instrumental in transforming communities through its expertise in residential, commercial, K-12, higher education, healthcare, science and technology, aviation, mobility, sports and entertainment, government, water and community-focused projects. KAI Enterprises is comprised of four distinct business units—KAI Design, KAI Engineering, KAI Build and KAI 360 Construction Services (KAI 360 CS). To learn more about KAI, visit kai-db.com.

Seniority level

Mid-Senior level

Employment type

Full-time

Job function

Project Management and Engineering

Industries

Architecture and Planning