Qureos Mentor

Provost & Pritchard

<div>Provost &amp; Pritchard is seeking a highly organized and detail-oriented Senior Project Administrator to support our division, project managers, and clients with advanced administrative tasks. This role plays a key part in ensuring the smooth execution of projects by managing administrative and non-technical aspects of client relations, project tracking, and documentation. 


Duties:
<ul>
<li>Serve as deputy project manager to assist project managers and project professionals in administrative and non-technical tasks, including but not limited to:
<ul><li>Starting proposals, RFP/Qs, fee estimates, reports, memos, and letters; tracking project budget; timeline tracking on various projects; review and proofread all deliverables to clients; project documentation.</li>
<li>Supporting agency staffing by scheduling meetings with clients and applicants; developing task orders for new projects; calendaring development review milestones for project managers; drafting legal notifications for entitlement projects; ensuring timely notifications for entitlement projects; reviewing and delivering staff reports and other technical documents prepared by technical staff; working with a team of professionals for public hearing preparations.</li>
<li>Assisting project managers on all aspects of project management of large teams of internal staff and external subconsultants; lengthy technical documents; and multiple stakeholders in developing community planning projects.</li>
</ul></li><li>Assist with client management in administrative and non-technical tasks, including but not limited to:
<ul><li>Providing documentation as requested, answering questions about billing and related issues, facilitating the setup of meetings and appointments, acting as liaison between staff and project team members to communicate information.</li>
<li>Providing administrative support for meeting arrangement, attending pre-scheduled meetings to coordinate with clients; managing timeline and schedule for project deliverables; and filing and hosting project documents in a logical manner.</li>
</ul></li><li>Provide support with project database, including setting up and pulling reports as requested.</li>
<li>Schedule and attend meetings with clients;</li>
<li>Maintain positive client relationships throughout project;</li>
<li>Preparation of monthly status updates on projects for clients (if required);</li>
<li>Preparation of budget summaries to clients to reflect what has been billed and what is remaining in the budget (if required);</li>
<li>Preparation of cost estimates, funding reimbursement claims, progress pay estimates and similar spreadsheets as directed;</li>
<li>Preparation and understanding of implications of condition and unconditional payment waivers;</li>
<li>Preparation of PowerPoint presentations, excel spreadsheets, and marketing materials, as directed;</li>
<li>On-line research as needed;</li>
<li>Typing, scanning text, financial assistance applications, report preparation and binding;</li>
<li>Preparation of meeting notes (may be asked to sit in on a variety of meetings);</li>
<li>Assist with logging RFI&rsquo;s, submittals, filing, and producing weekly construction review reports;</li>
<li>Assist with engineering permit application and tracking (if required);</li>
<li>Format technical documents and proposals as required in Microsoft Word.</li>
<li>Copy and file all outgoing correspondence in project and chronological files;</li>
<li>Preparation of billing descriptions for division PMs;</li>
<li>Preparation of hard copy project files and electronic project folders on the network;</li>
<li>Process steps for new project set up, from submitting information to accounting through project database entries;</li>
<li>Pull reports from project database as requested;</li>
<li>Process steps to close out projects and clear dead files;</li>
<li>Assist with monitoring of work plan tasks and milestones;</li>
<li>Provide support for contract administration as directed;</li>
<li>Update database information as needed (e.g. workload, leads/proposals list, QA/QC).</li></ul> 


Qualifications:
<ul>
<li>5+ years&rsquo; experience in administrative support roles, demonstrating client service skills, excellent communication skills and an understanding of the consulting industry;</li>
<li>Detail oriented and ability to organize, prioritize, and work independently;</li>
<li>Strong analytical and research skills;</li>
<li>Ability to manage difficult client/customer situations;</li>
<li>Ability to effectively respond to questions from individuals and groups at all levels of the organization verbally and in writing;</li>
<li>Versatility - Able to adapt to changes in the work environment, manage competing demands and deadlines and able to deal with frequent change, delays, or unexpected events;</li>
<li>Basic understanding of project financials;</li>
<li>Proficient in Microsoft Suite software. Microsoft 365 knowledge required.</li></ul></div>

Senior Project Administrator

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Provost & Pritchard

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Senior Project Administrator