Design Administrative Assistant

Job Description

JOB SUMMARY

• Meeting Notes
• Action Item Trackers
• Decision Logs
• File and categorize project documents according to project-specific guidelines.
• Ensure proper version control of all documents, maintaining the latest versions for review.
• Update and maintain project logs and reports to reflect the current status of all documents.
• Archive and maintain historical documentation for future project needs or audits.
• Manipulate, maintain and expand project specific SharePoint sites on the company intranet.

• Collaborate with project managers, coordinators, engineers, and other team members to ensure that direction is shared across all parties.
• Maintain project deadline calendar.
• Return reviewed and approved documents via client specific online portal.
• Coordinate and schedule meetings between project stakeholders, as needed.
• Take and distribute meeting notes for all meetings attended.

• Ensure that all documents are complete, accurate, and in compliance with project requirements before submission or filing.
• Assist in the preparation of any required documentation for project closeout.
• Review and verify compliance with contractual requirements, regulatory standards, and safety guidelines.
• Conduct periodic audits of documentation to ensure consistency and accuracy.

• Provide general administrative support to the design team, including scheduling meetings, preparing correspondence, and handling other clerical tasks as needed.
• Support the team in maintaining and updating project schedules, tracking progress on key deliverables.
• Handle correspondence, including responding to and managing document requests.

Provide limited, non-technical Revit based support mostly limited to printing of drawings. Advanced knowledge of Revit is not required.

Requirements

• • • Proficiency in AI based tools, and methodologies to use them to increase efficiency.
    • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) for managing documents, tracking data, and effective communication
    • Skill in organizing and maintaining documents with attention to detail and accuracy in categorizing, filing, and version control of project documentation
    • Strong communication and interpersonal skills to facilitate collaboration across teams and communicate effectively with other professionals and project stakeholders
    • Ability to maintain confidentiality and handle sensitive information
    • Ability to work successfully in a remote environment thru effective communication and organizational skills, self-motivation, proactiveness and resourcefulness in a distraction free workspace
    • Ability to maintain neat, orderly, complete documents and project files
    • Ability to work successfully as a member of a team and independently with supervision
    • Ability to work under pressure and meet close deadlines

  Organizational skills, with the ability to manage multiple tasks simultaneously, and adapt to changing business requirements as necessary

• • • Frequently required to remain in a stationary position.
    • Frequently moving through home office.

  May occasionally lift up to 20 pounds

• • • Up to 5%, this may include travel to any or all 50 US states.

  Travel is defined as physically leaving home on behalf of business activities including but not limited to client sites, meetings with other employees, meeting for business development purposes, running errands on behalf of the business, attending industry conferences, etc.

• • • Minimum of two years of experience in a professional office or consulting services environment and providing construction administration support.

  High school diploma or equivalent; Associates degree in construction management, architecture, or a related field can substitute for a year of experience.

Are you interested in this position?

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