Project & Office Administrator (TX)

Ultipro; Addison (TX); On-site; USD 54,000 - 67,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) with company match

Paid time off

Wellness programs

Job summary

Salas O'Brien is seeking a Project Administrator & Office Administrator to support project delivery and daily office operations. This role focuses 80% on project administration and 20% on managing office needs.

The ideal candidate will possess strong organizational skills and be detail-oriented, ensuring high productivity in a fast-paced environment. Responsibilities include assisting project managers and coordinating administrative tasks within a collaborative team setting.

Qualifications

• Understanding of the AEC design and construction process is desired.
• Positive attitude and outgoing personality.
• Excellent attention to detail.

Responsibilities

• Assist project managers with project tracking in Wrike.
• Serve as the primary point of contact for office administrative needs.
• Manage office supply inventory and coordinate purchasing.

Skills

Organizational skills

Time management

Communication skills

Attention to detail

Proficient in MS Office

Experience with Adobe Acrobat

Experience with project management

Tools

Wrike

Asana

Monday.com

Smartsheet

Deltek Vantagepoint

Job description

Project Administrator & Office Administrator

About Us

At Salas O'Brien, we're dedicated to engineering for impact. Our mission to make a difference is at the core of everything we do, from our projects to our team culture. We strive to embody values of inspiration, achievement, and connection, fostering collective ownership and a sustainable future.

Established in 1975, Salas O'Brien is an employee-owned engineering and professional services firm focused on creating impact for our clients, team members, and the world. We know that today’s challenges bring tomorrow’s opportunities, and we’re here to design innovative, lasting solutions.

We specialize in creating environments where people connect, perform, and thrive. Our team consults on projects ranging from performing arts centers and universities to corporate campuses, cultural venues, and entertainment destinations. By integrating technology, acoustics, lighting and theatre systems, we help clients deliver experiences that inspire and engage.

Job Description

The Project Administrator / Office Administrator plays a key role in supporting both project delivery and daily office operations for our Acoustics, Technology, and Specialty Consulting teams. Approximately 80% of this role is dedicated to project administration activities that support Project Managers and design teams in the successful delivery of consulting projects within the architecture, engineering, and construction (AEC) industry. The remaining 20% focuses on office administration responsibilities that help maintain an efficient, organized, and welcoming workplace environment.

The successful candidate will be a highly organized, detail-oriented individual who enjoys working with multiple project teams, managing information, and supporting people in a fast-paced professional environment. Familiarity with the AEC industry and the design and construction process is desired but not required.

Job Duties

Project Administration & Coordination (approximately 80%)

• Assist Marketing, Finance and the design team in tracking projects from inception to close-out.
• Assist project managers with project tracking in Wrike (our project management software).
• Attend weekly internal workload meetings.
• Lead document tracking and electronic filing of RFIs and Submittals.
• Maintain project contact lists and distribution lists.
• Assist with project release coordination, including spec formatting and document uploads.
• Assist with deliverable checklists and internal QA/QC coordination.
• Help coordinate project closeout tasks, record documents, and file archiving.

Office Administration (approximately 20%)

• Serve as the primary point of contact for day-to-day office administrative needs.
• Manage office supply inventory and coordinate purchasing of office supplies and consumables.
• Coordinate incoming and outgoing shipping, courier services, and package distribution.
• Act as the liaison between office staff and building management for facility-related issues.
• Coordinate office safety programs.
• Welcome and assist visitors, clients, vendors, and interview candidates, ensuring a positive office experience. Coordinate Lunch & Learns with vendors.
• Coordinate office events, team gatherings, and employee engagement activities.
• Help maintain a professional, organized, and functional office environment.
• Support employee onboarding activities, including workspace preparation and coordination of office resources.

Qualifications

• Positive attitude and outgoing personality
• Understanding of the AEC design and construction process is desired
• Strong organizational and time management skills
• Good communication skills (written, email, messaging)
• Excellent attention to detail
• Proficient in MS Office (Word, Excel, PowerPoint, Teams)
• Experience with Adobe Acrobat and Bluebeam preferred
• Experience with project management software preferred (Wrike, Asana, Monday.com, Smartsheet)
• Experience with Deltek Vantagepoint a plus

The expected base salary range for this role is $$54,000 - $67,000 USD per year depending on experience. Actual compensation will be determined based on a number of factors including skills, experience, qualifications, and location.

This role is also eligible for performance-based bonuses and a comprehensive U.S. based benefits package, including:

• Medical, dental, and vision insurance
• 401 (k) with company match
• Paid time off and company holidays
• Wellness programs and employee assistance resources
• Professional development support

For more information, visit our full benefits overview here .

Equal Opportunity Employment Statement

Salas O'Brien provides equal employment opportunities to all employees and applicants and prohibits discrimination and harassment of any kind based on race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. Salas O'Brien will accommodate disability-related needs of applicants as required by law.

Qualifications

Experience

Preferred

Understanding of the AEC design and construction process is desired

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.