Provides general office, administrative functions and technical assistance by performing the following duties.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Works closely with assigned Project Manager and project teams on all assigned projects to satisfy administrative requirements. Obtains knowledge of project contractual requirements and follows through to ensure compliance. Receives and distributes all incoming and outgoing project correspondence. Serves as the client contact when Project Manager is unavailable.
Supports and assists Project Managers in preparing and maintaining the monthly financial status reports. Keeps abreast of project budget status and provides reports to Project Manager and team members as required.
Prepares and maintains assigned Project Manager’s Project book, when required. Manages the systematic retention, protection, retrieval, transfer, and disposal of technical data and correspondence in assigned Project Manager’s area.
Assists Project Managers in preparation of budgets, project plans, meeting minutes, AIA contracts, reports, proposals, responses to Review comments, and other required project documentation.
Coordinates and distributes design submittals including compiling drawings, specifications, cost estimates, calculations, design analysis and reports for contractual submittals to clients. Notifies team members of quality and submittal requirements and deadlines.
Prepares project requisitions for new projects.
Prepares P.O. requests for sub-consultants.
Sets up and maintains project team and project center administration in Newforma.
Prepares QC report for all design submittals, assembles QC documentation, and prepares for archival.
Sets up and maintains Project Schedules on all assigned Project Manager’s projects.
Fully understands definitions, terms, use and procedures for shop drawings, RFIs, ASIs, RFPs, record drawings, LTs, Green Sheet, Quality control, etc.
Schedules and coordinates all team meetings and site visits. Attends meetings and records minutes when required. Handles all Construction Administration requirements, such as, but not limited to, revisions ASIs,
PRs, change orders, pay requests, RFIs, shop drawings and punch lists.
Sets up and maintains project logs including Revision log, ASI log, Supplemental Sketch log, etc.
Handles Bid Phase administration by preparing log for release of bid documents and addendum. Attends bid opening, when required. Releases and returns plan deposit checks back to bidders, per instruction in Bid Documents.
General office duties include, but are not be limited to:
DELIVERIES: All deliveries other than mail, (i.e., UPS, Federal Express, etc.) go to assigned Project Manager’s Administrator.
COPYING AND SCANNING: Assigned Project Manager’s Administrator to copy and/or scan all required documents.
WORD PROCESSING: Produces letters, memos and correspondence on project topics such as legal description and easements, agreements, reports, studies, proposals, specifications, tables, contracts, forms, architectural and engineering topics, and all other business typing as requested by Project Managers and discipline personnel.
EQUIPMENT: Must have general knowledge in the operation of copy, fax, print and scan equipment.
Assists team members in project and department administration and coordination as requested.
Assists in office overflow work with other Project Administrators.
Responsible for job specific procedures and quality standards as defined by BRPH.
EDUCATION and/or EXPERIENCE:
Minimum of Associate’s degree (A.A.) or equivalent from two-year college or technical school; or
Four or more years related experience and/or training; or
Equivalent combination of education and experience.
OTHER SKILLS and ABILITIES:
Must be proficient in Word, Excel and Outlook (current BRPH version), with some knowledge in PowerPoint and Adobe. Must have good human relations skills, including the ability to effectively direct and relate to other people positively. Excellent verbal and written communication skills required.
Specific vision abilities required by this job include close vision, color vision, depth perception, and the ability to adjust focus.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job description may be changed to include new responsibilities and tasks or change existing ones as management deems necessary.
Equal Opportunity Employer/Vet/Disability