Job Description

Duties:

Support Team with Project tasks on a daily basis
Track email requests in an efficient and organized manner
Assist with regular Microsoft Teams meetings and/or Conference calls
Develop specific goals and plans to prioritize, organize, and accomplish tasks in a timely manner
Provide information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail or in person
Coordinate reprographic work orders with reprographics company and team as needed
Order lunches and/or prepare beverages for Project Team meetings as needed
Coordinate kick-off and project meetings as needed
Communicate with Clients and Consultants in a representative capacity
Liaison between Team and Travel Agency as needed
Provide back-up with phones and Front Desk back-up as needed


MANAGING PARTNER/PARTNER SUPPORT

Perform special tasks
Pick-up lunches
Coordinate client/consultant meetings and/or conference calls
Entering, transcribing, storing or maintaining information in written or electronic form
Reconcile Receipts and create Expense Reports as needed


CONTRACT/PROJECT ADMINISTRATION

Create new projects in Deltek Vision, Network Folders and Newforma
Create, edit and maintain contacts in Contact Directory
Assist PM or Marketing with Client RFP Responses
Prepare and issue Consultant RFP’s
Review Consultant proposals for scope and fee accuracy
Prepare draft Proposals and ASA’s for PM review
Prepare Fee Schedules for PM Review
Issue Proposals and ASA’s to Client
Follow up on Proposals/ASA’s to obtain executed copies
Issue Notice to Proceed and/or Consultant Agreements to Consultants
Facilitate and track contract negotiations and maintain archives of contract negotiations
Request Insurance review and COI’s with Insurance Carriers
Preparing and/ or transcribing agendas, addendums, bulletins, punch list, project directories, correspondences, memos, meeting minutes, plan check response letters, specifications, transmittals, etc.
Scan and file Documents


REQUIREMENTS:

Professional background in Project Management, Architecture, Engineering and Construction strongly preferred.
Understand technical terminology of the Architectural and Construction industry.
Proficient in Microsoft Office Suite, Bluebeam, Newforma, and Deltek Vision preferred.
Excellent verbal and written communication skills.
Must possess the ability to interact and represent the firm well with clients, consultants, vendors and external organizations on behalf of the senior management team.
Strong attention to detail including proofreading.
Strong analytical, critical thinking, and problem-solving skills.
Must be extremely organized.
Maintain proper file management for project documentation and communications.
Ability to work well under pressure, juggle and prioritize multiple projects, and adjust work accordingly, often against tight deadlines.
Ability to read and interpret documents such as contracts and other agreements.
Must possess interpersonal skills using tact, patience, and courtesy.


EDUCATION/EXPERIENCE:

Minimum High school diploma/GED
3-5 years as an A/E/C Project Coordinator strongly preferred.


POSITION TYPE:

Full-Time/Regular Employee
Occasional Overtime

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and loca
To apply please email your resume to tmeans@ultimatestaffing.com