Project Operations Administrator

Description

Summary: Reporting to the Director of Project Operations, the Project Operations Administrator is proactive and detail-oriented, supporting the successful execution of architectural projects through efficient documentation, communication, and process coordination. This role ensures smooth project operations, reinforces consistency in standards, and contributes to ongoing process improvement across the firm. 

A successful Project Operations Administrator is someone driven, self-motivated, and proactive, who takes initiative and demonstrates a strong desire to move projects forward. The ideal candidate is action-oriented, innovative, and continually looking for ways to improve processes and increase efficiency. They are personable and skilled at building trust-based relationships with clients, consultants, and internal teams. 

This role requires someone who is comfortable with ambiguity and can operate effectively in a fluid environment. The ideal candidate can make decisions with approximately 80% of the information, confidently take calculated risks, and understand that maintaining project momentum is often more critical than waiting for perfect certainty. They are adaptable, pragmatic, and able to course-correct quickly as conditions evolve.

Requirements

Essential Duties and Responsibilities include the following. Other duties may be assigned:

Client Onboarding & Project Ownership

o Facilitate client onboarding processes and set up new project files, ensuring all documentation and systems are properly established.

o Assist with initial project setup in accounting and project management systems, ensuring accurate entry of fees, phases, and task data.

o Support fee proposal administration including document preparation, revision coordination, execution tracking, and submission for signatures.

o Maintains proposal records, templates, and supporting documentation to ensure consistency, accuracy, and efficiency.

o Prepare project startup documentation and assist with coordination of consultant contracts and deliverables.

Scheduling & Milestone Tracking

o Coordinate meetings, track key project milestones, and prepare regular progress updates for internal teams and clients.

o Update shared schedules and dashboards in coordination with Director of Project Operations and Project Managers to ensure accurate project and resource tracking.

Communication & Deliverables Management

o Monitor and document project communications, track deliverables, and distribute timely updates to project teams and clients. 

o Assist in preparing, formatting, and distributing client and consultant communications such as meeting minutes, transmittals, and submittal logs.

o Support consistency in communication templates and digital filing systems.

Time and Issue Tracking

o Monitor staff time entry for accuracy and completeness. Follow up with team members, as needed.

o Track project deliverables and proactively identify potential issues or delays.

o Compile and distribute weekly time and budget summaries to the Director of Project Operations for review and coordination with project teams.

Construction Phase Support

o Track RFIs and submittals, maintain organized logs, and prepare weekly summaries of project activity and outstanding items.

o Assist in drafting and distributing meeting agendas, field reports, and construction phase correspondence.

o Monitor response timelines and coordinate with the Director of Project Operations to ensure timely communication with clients and consultants.

Project Closeout & Warranty

o Coordinate project close-out activities, including client thank-you communications, document archiving, and warranty tracking.

o Verify completion of all administrative and financial closeout tasks, including final billing, consultant invoice processing, and deliverable documentation.

o Assist in compiling project debriefs and lessons-learned documentation.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.