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BHDP Architecture · 3 days ago

Project Administrator

Cincinnati, OH

Full-time

Onsite

Senior Level

5+ years exp

BHD Architecture is a firm that focuses on providing architectural services, and they are seeking a Project Administrator. The Project Administrator will provide general administrative support to projects, ensuring compliance with BHDP and client standards while maintaining project documentation.

Consulting

Growth Opportunities

Responsibilities

Support the project teams by performing project administration responsibilities to ensure we consistently meet BHDP and client standards and maintain documentation of project deliverables

Serves as a centralized resource to support BHDP’s quality processes to ensure deliverables meet client expectations

Assist in the project retention process so that records are available for future use and to achieve compliance requirements

Along with the Project Manager and/or Project Team, liaises with clients and addresses project-related questions or concerns

Develops strong personal and professional relationships with potential and current clients to establish long-term, ongoing relationships

Builds productive relationships to minimize project obstacles or issues; proactively communicates project requirements and/or changes to involved parties and works to resolve any conflicts

Establishes and maintains relationships with local public service representatives and licensing bodies to provide timely and stable access to permits

Maintains professionalism, tact, diplomacy, integrity, and sensitivity to portray the organization positively

Collaborates with project management to prepare, organize, review, validate, revise, and submit proposals based upon established submission schedules, ensuring professional presentations, the accuracy of content, and confirmation that the submission meets the exact specifications required

Reviews and understands the project’s plans, specifications, and requirements, and assists the Project Team in pre-project task planning, determination of schedules, acquisition of permits, and fulfillment of pre-project requirements. Troubleshoots any issue in advance of its effect on the project. Assists in keeping project managers apprised of situations creating potential project delays or losses

Establishes project job folders and oversees internal project document control process, ensuring that appropriate parties possess all documentation necessary on a timely basis, including work releases

Maintains historical records and organizes project documents in a systematic, controlled manner that promotes proper access and clarity. Documents project progress on a regular basis and maintains archives of project milestones from beginning to completion

Complies with document retention policies, ensures proper job closeout, archives documents, maintains storage logs, rotates files to facilitate storage in accordance with established schedules, and effectively serves as custodian of project documentation

Monitors and tracks project specifications and changes thereto, ensuring that all specs are accurately recorded and communicated to the project team

Completes, updates, and maintains Drawing Status Log. Reviews drawings for accuracy, collaborates with the Project Manager on revisions, tracks drawings out for printing, updates drawing sets, and ensures that drawings are current and available to appropriate parties

Tracks project progress, collects and analyzes data, develops and maintains reports, and provides information to the project team to assist in effective project control

Monitors execution and consistency of deliverables, solicits assistance as needed, and updates status reports. Ensures that client-specific processes are documented and understood

Partners with project management in researching and understanding permit requirements, submitting required documentation and payment to obtain the required permits, and providing required information to the appropriate authoritative body

Assists in coordinating resources for projects, including scheduling of services to provide sufficient notice and convenience to the project, acquiring required permits, obtaining licenses, and following up as needed

Provides administrative support as needed, aiding in other areas and training backup for relief purposes, attending meetings, compiling and distributing meeting notes, performing data entry, completing checklists, supporting special projects, providing phone coverage, preparing samples and materials, and otherwise relieving the project team of necessary administrative burden

Serves as a positive role model in all contacts to support and maintain the BHDP reputation

Serves as a gatekeeper for the quality of documentation, ensuring that documentation meets BHDP standards by providing editorial proofing of written documentation prior to release

Qualification

Construction Administration softwareArchitecture firm experienceEngineering firm experienceZoning coordinationWell-organizedPersonal AccountabilitySelf-ManagementTeamworkCustomer FocusFlexibility