Project Administrator - Smart Buildings

ABOUT THE ROLE

You will provide administrative support to project team members and leadership. This role will be done working remotely with the potential for client and on-site visits as required. The Project Administrator supports project delivery, operational coordination, and marketing/pursuit activities for the Smart Buildings team while helping maintain the group’s internal knowledge resources, processes, and onboarding support.

HERE'S WHAT YOU'LL DO

• Coordinate with internal and external team members to obtain and collate project updates, deliverables, and weekly recaps to prepare weekly project status email.
• Organize and set up onsite/virtual project meetings as needed and coordinate scheduling across internal staff and external client representatives.
• Serve as the primary coordinator for meeting documentation by capturing notes, coordinating SME review, and distributing finalized summaries and action items.
• Ensure client-facing reports meet standards by coordinating inputs, proofreading, formatting, and serving as a final quality checkpoint before delivery. Support proposal and contracting efforts.
• Prepare team memos and presentations.
• Review, research, and respond to consultant statements, including working with accounting to resolve issues.
• Support the Practice and Operations leaders in reviewing project/program performance.
• Assist Project Managers in the review/approval of consultant invoices.
• Monitor flow of all processes across the program/project (including but not limited to agreements, quality plans, accounting, legal, basis of design, general office practices), information, and practice integration and provide research and feedback as necessary.
• Assist the Principals and Project Managers in the development of fees during proposals.
• Provide support for labor transfers when required.
• Prepare complex spreadsheets and data analysis using Excel and Power BI.
• Assist with project staffing data in Deltek Vision Project/Resource Planning.
• Maintain records for financial status of projects.
• Work with individual Project Managers to prepare approvals for additions to scope of work and approve and process payables for our services.
• Set up and maintain project files according to firm standards.
• May assist with other marketing-related tasks including proposal presentations when requested.
• Serve as the “librarian” for Smart Buildings processes, procedures, templates, and documentation by organizing, maintaining, and continuously improving access to internal resources and standards.
• Work with practice leaders and subject matter experts to document and formalize workflows, templates, and internal guidance materials to ensure they remain accurate, accessible, and easy to use.
• Support team onboarding by helping new staff become familiar with Smart Buildings tools, templates, workflows, and resources and ensuring they can quickly navigate team processes and documentation.
• Assist with offboarding coordination for Smart Buildings tools, documentation, and resource access where not handled through firmwide processes.
• Support operational reporting by gathering and organizing project and operational data from systems such as Deltek and other sources, and assisting with the creation and refresh of dashboards and reports using Excel and Power BI.
• Maintain and distribute operational dashboards and reporting outputs to help leadership monitor project, operational, and pursuit activities.