Sr Project Administrator

HOK Group, Inc.; Kansas City (MO); Hybrid; USD 70,000 - 100,000; Full time

Benefits offered by this job

Hybrid work

Paid time off

Healthcare coverage

Mental wellness resources

Parental leave

401(k) matching

Job summary

HOK, a leading design firm, seeks a Sr Project Administrator in our Kansas City studio to support delivery from design through construction. You will coordinate with the Project Manager, Project Architect, and project team, manage documentation, communication, tracking, and construction administration to keep projects on time and within budget.

Ideal candidates bring 5–10 years in architecture/construction, strong organization and communication skills, and proficiency with Office and project

Qualifications

• Bachelor's degree in Architecture, Construction Management, or a related field preferred.
• 5 to 10 years of experience in an architecture, engineering, or construction environment, with experience supporting project delivery.
• Previous experience working on architectural projects and/or construction administration.
• Understanding of architectural project phases and project delivery processes.
• Experience coordinating with architects, engineers, consultants, contractors, clients, and other project stakeholders.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and project requirements.
• Strong written and verbal communication skills.
• Ability to identify issues, follow up on outstanding items, and help drive projects toward completion.
• Proficiency with Microsoft Office and project management/document management software.
• Familiarity with construction documents, RFIs, submittals, consultant agreements, and construction administration processes is preferred.
• Ability to work collaboratively in a team environment and take initiative with increasing levels of responsibility.

Responsibilities

• Partner with the Project Manager and Project Architect to support the planning, coordination, and progress of architectural projects through various phases of design and construction.
• Assist with monitoring project schedules, deliverables, budgets, and overall project progress.
• Coordinate day-to-day project requirements with internal teams, consultants, clients, and other external partners.
• Track client and consultant issues, action items, project decisions, and outstanding deliverables to help ensure timely resolution.
• Assist with project financial and administrative tracking, including reviewing weekly reports and communicating project status to the Project Manager and Finance team as needed.
• Coordinate the preparation, execution, and tracking of consultant agreements and other project documentation.
• Maintain organized project files and electronic document management systems, ensuring drawings, specifications, correspondence, and other project records are properly maintained and distributed.
• Serve as a point of contact for the transfer and distribution of project files, documents, and drawings between the project team, consultants, and clients.
• Assist with consultant coordination and communication throughout the project lifecycle.
• Support the Project Manager with project meetings, agendas, meeting minutes, action-item tracking, and follow-up.
• Assist with Construction Contract Administration, including tracking RFIs, submittals, consultant responses, and other construction-phase documentation.
• Review project documentation for completeness and identify missing information, scope issues, or items requiring follow-up.
• Coordinate the distribution of RFIs, submittals, drawings, and other project information to the appropriate project team members and consultants.
• Assist with tracking consultant participation and reporting requirements for public projects, including MBE, WBE, and DBE requirements, as applicable.
• Assist with establishing and maintaining project files and documentation required for public agency audits.
• Develop an understanding of project management processes, quality management procedures, and firm standards, with increasing responsibility as experience grows.
• Participate in project team meetings and contribute to effective communication and collaboration across disciplines.
• May provide guidance and mentorship to less experienced Project Administrators or project team members.
• May support office or job-site administrative responsibilities when projects are located at a construction site.

Skills

Project coordination

Communication

Organizational skills

Team collaboration

Attention to detail

Education

Bachelor's degree in Architecture/CM

Tools

Microsoft Office

Project management software

Document management software

Job description

HOK is a collective of future-forward thinkers and designers who are driven to face the critical challenges of our time. We are dedicated to improving people's lives, serving our clients and healing the planet. Together, we cultivate a culture of design excellence at the confluence of art and science, blending the power of creative expression with a clear sense of purpose.

HOK is seeking a Sr Project Administrator to join our Kansas City studio. This position will work closely with the Project Manager, Project Architect, and project team to support the successful delivery of projects from design through construction. This position will assist with project coordination, project documentation, consultant communication, project tracking, and construction administration.

RESPONSIBILITIES:

• Partner with the Project Manager and Project Architect to support the planning, coordination, and progress of architectural projects through various phases of design and construction.
• Assist with monitoring project schedules, deliverables, budgets, and overall project progress.
• Coordinate day-to-day project requirements with internal teams, consultants, clients, and other external partners.
• Track client and consultant issues, action items, project decisions, and outstanding deliverables to help ensure timely resolution.
• Assist with project financial and administrative tracking, including reviewing weekly reports and communicating project status to the Project Manager and Finance team as needed.
• Coordinate the preparation, execution, and tracking of consultant agreements and other project documentation.
• Maintain organized project files and electronic document management systems, ensuring drawings, specifications, correspondence, and other project records are properly maintained and distributed.
• Serve as a point of contact for the transfer and distribution of project files, documents, and drawings between the project team, consultants, and clients.
• Assist with consultant coordination and communication throughout the project lifecycle.
• Support the Project Manager with project meetings, agendas, meeting minutes, action-item tracking, and follow-up.
• Assist with Construction Contract Administration, including tracking RFIs, submittals, consultant responses, and other construction-phase documentation.
• Review project documentation for completeness and identify missing information, scope issues, or items requiring follow-up.
• Coordinate the distribution of RFIs, submittals, drawings, and other project information to the appropriate project team members and consultants.
• Assist with tracking consultant participation and reporting requirements for public projects, including MBE, WBE, and DBE requirements, as applicable.
• Assist with establishing and maintaining project files and documentation required for public agency audits.
• Develop an understanding of project management processes, quality management procedures, and firm standards, with increasing responsibility as experience grows.
• Participate in project team meetings and contribute to effective communication and collaboration across disciplines.
• May provide guidance and mentorship to less experienced Project Administrators or project team members.
• May support office or job-site administrative responsibilities when projects are located at a construction site.

QUALIFICATIONS:

• Bachelor's degree in Architecture, Construction Management, or a related field preferred.
• 5 to 10 years of experience in an architecture, engineering, or construction environment, with experience supporting project delivery.
• Previous experience working on architectural projects and/or construction administration.
• Understanding of architectural project phases and project delivery processes.
• Experience coordinating with architects, engineers, consultants, contractors, clients, and other project stakeholders.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and project requirements.
• Strong written and verbal communication skills.
• Ability to identify issues, follow up on outstanding items, and help drive projects toward completion.
• Proficiency with Microsoft Office and project management/document management software.
• Familiarity with construction documents, RFIs, submittals, consultant agreements, and construction administration processes is preferred.
• Ability to work collaboratively in a team environment and take initiative with increasing levels of responsibility.

#LI-DNI

Many of our roles require the use of specific software. Please refer to the Required and Preferred Software & Skills for details.

HOK invests in its people and communities, supporting both personal and professional growth through every stage of life. At HOK you'll have a hybrid work environment, 10 paid holidays (including 2 floating holidays) and a minimum of 4 weeks of paid time off with a cash out option. HOK offers comprehensive medical, dental, and vision coverage, free mental wellness resources, life and AD&D coverage and short and long-term disability benefits. HOK supports your growing family by offering 4 weeks of paid parental leave and fertility coverage. HOK helps to fund your future financial needs with matching contributions to our 401(K) plan which includes a well-rounded investment menu as well as free guidance on retirement planning.

Wherever you are in your career, HOK provides opportunities to learn, develop and utilize your skills. Continued learning is promoted through financial support and study prep for licensure exams, CEU credit opportunities, mentorship programs, and paid professional memberships. To learn more about designing your career with HOK, explore our current job openings.

HOK is an EOE, including disability/vets.