Project Management Advisors, Inc. (PMA) · 2 days ago
Office Administrator
Austin, TX
Full-time
Onsite
Mid Level
4+ years expProject Management Advisors, Inc. (PMA) is a national real estate advisory firm providing consulting services as the owner's representative. They are seeking an experienced Office Administrator to support their team in Chicago, focusing on project-related and corporate services activities.
Real Estate
Responsibilities
Project / Office Coordination
Coordinate & consolidate staffing projections from project teams for monthly staffing meetings
Coordinate company meetings and social events, yearly gatherings – summer outing, holiday dinner, any client special events
Coordinate and produce monthly staff meeting materials
Ability to manage time effectively and multitask under tight deadlines
Self-starter capable of initiating routine tasks without prompting
Responsible for maintaining the stock of office supplies and snacks
Responsible for ordering lunches for the office
Collect, organize, and distribute quarterly Project Sheet Updates
Assist with special projects as needed
Maintain and update general Outlook contacts for Chicago
Add new contacts to the marketing contacts database; distribute v-cards as needed
Assist with the production and assembly of collateral materials
Coordinate overnight shipping and messenger deliveries
Inventory on-hand collateral supplies; reorder as needed
Assist with special events, including room/F&B set-up, distribution of materials, and clean-up
Assist with annual holiday mailing program, including database updates, gift tracking, and special handling as needed
Track and register employees for local industry events
Coordinate with office staff and Corporate Finance on the setup of new projects in Deltek and Dropbox
Responsible for the oversight of employee time sheets
Responsible for the preparation/review/approval of employee expense reports and A/P invoices
Assist staff in preparing expense reports
Coordinate & consolidate revenue projections for quarterly business meeting distribution
Assist with onboarding employees at the office location
Scheduling candidate interviews
Ability to navigate employees to the appropriate HR Employee Self-Service Systems
Distribute quarterly PTO reports to appropriate employees
Manage employee exit process
Qualification
Required
4+ years of office support work experience in a professional services organization, preferably in Architecture, Engineering, Construction, Real Estate Investment, or Development firms
Strong organizational and technical skills with proficiency in all Microsoft Office Suite applications, with emphasis on Word, Excel, PowerPoint
Excellent communication skills, oral and written, with emphasis on writing and proofreading
Attentive listener who follows directions accurately and is detail-oriented
Effective problem solver who displays good judgment and is flexible and reliable
Proficient and accurate typing skills
Preferred
Experience working in a CRM system, Deltek, is a plus
Proficiency in Microsoft Project is a plus
Company
Project Management Advisors, Inc. (PMA)
Project Management Advisors, Inc.
51-200 employees
H1B Sponsorship
Project Management Advisors, Inc. (PMA) has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (6)
2023 (1)
2022 (2)
Funding
Current Stage
Growth StageTotal Funding
unknown2025-12-10Acquired
Leadership Team
David Swank
Vice President
Recent News
Company data provided by crunchbase