Senior Project Administrator

Provost & 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:

• Serve as deputy project manager to assist project managers and project professionals in administrative and non-technical tasks, including but not limited to:
  • 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.
  • 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.
  • 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.
• Assist with client management in administrative and non-technical tasks, including but not limited to:
  • 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.
  • 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.
• Provide support with project database, including setting up and pulling reports as requested.
• Schedule and attend meetings with clients;
• Maintain positive client relationships throughout project;
• Preparation of monthly status updates on projects for clients (if required);
• Preparation of budget summaries to clients to reflect what has been billed and what is remaining in the budget (if required);
• Preparation of cost estimates, funding reimbursement claims, progress pay estimates and similar spreadsheets as directed;
• Preparation and understanding of implications of condition and unconditional payment waivers;
• Preparation of PowerPoint presentations, excel spreadsheets, and marketing materials, as directed;
• On-line research as needed;
• Typing, scanning text, financial assistance applications, report preparation and binding;
• Preparation of meeting notes (may be asked to sit in on a variety of meetings);
• Assist with logging RFI’s, submittals, filing, and producing weekly construction review reports;
• Assist with engineering permit application and tracking (if required);
• Format technical documents and proposals as required in Microsoft Word.
• Copy and file all outgoing correspondence in project and chronological files;
• Preparation of billing descriptions for division PMs;
• Preparation of hard copy project files and electronic project folders on the network;
• Process steps for new project set up, from submitting information to accounting through project database entries;
• Pull reports from project database as requested;
• Process steps to close out projects and clear dead files;
• Assist with monitoring of work plan tasks and milestones;
• Provide support for contract administration as directed;
• Update database information as needed (e.g. workload, leads/proposals list, QA/QC).

Qualifications:

• 5+ years’ experience in administrative support roles, demonstrating client service skills, excellent communication skills and an understanding of the consulting industry;
• Detail oriented and ability to organize, prioritize, and work independently;
• Strong analytical and research skills;
• Ability to manage difficult client/customer situations;
• Ability to effectively respond to questions from individuals and groups at all levels of the organization verbally and in writing;
• 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;
• Basic understanding of project financials;
• Proficient in Microsoft Suite software. Microsoft 365 knowledge required.