Project Administrator | Mission Critical

Overview:

Responsibilities:

• Coordinates initiation of HKS General Terms and Conditions and Release Forms with the guidance of the project manager
• Sets up and maintains the project directory of all contacts
• Collaborates with team in project meeting management, including scheduling, preparing and distributing agendas and meeting reports, maintaining action items log, ensuring proper file organization, and following up with team on a regular basis regarding progress
• Assists in monitoring project schedule and key milestones to anticipate potential risks. while collaborating with the PM, PA, PIC, and team to resolve issues, especially monitoring key regulatory approvals as needed
• Tracks the delivery of implementation documents through all phases of a project, including sharing/harvesting lessons learned and project impact
• Helps document results and project information, while maintaining the data in the appropriate location so all project related information is current, complete, and accessible
• Coordinates project team interaction internally through scheduling and proper communication, with guidance from the project manager and project architect
• Attends project meetings, staffing meetings, and on-site visits as necessary
• Under minimal supervision, performs desktop publishing activities of both routine and advanced nature, for reports, correspondence and presentations
• Advocates for accountability and continuous improvement
• Helps to maintain an aligned focus on project goals and guiding principles
• Supports the firm's cultural values, including a commitment to quality, innovation, learning, and growth
• May act as a mentor by coaching and motivating project team members
• Seeks leadership opportunities by providing direction and feedback to team member
• Works to manage conflict effectively and encourage a healthy team environment
• Fosters and maintains a collaborative professional working relationship with the project team
• Takes personal responsibility for fostering a green workplace through sustainable work practices
• Understands the financial implications of overhead and chargeable time, including accountability to project plans and planned utilization rates
• Coordinates and verifies execution of client and consultant agreements, collaborating with Project Managers, Legal, and Project Accounting to ensure agreements are in place
• Assists project leadership with the development and management of project job costs, budget, and resourcing projections, provided there is a workplan established by the PM
• Collaborates with project leadership on project financial performance, such as confirming invoices are paid current before issuing documents
• Understands fundamental accounting principles, the project accounting process, and updates project related revenue projections
• Assists project leadership in assuring deliverables are completed on time and aligned with the budgeted labor
• Works to minimize risks, maximize value, and seeks means to improve efficiencies and reduce costs
• Maintains accountability to project plans and planned utilization rates
• Understands contracts and recognizes additional services needed
• Assists Project Managers in compiling information and documentation for drafting proposals, agreements, and additional service letters, as well as in requesting new projects and additional services to be setup in ERP software
• Monitors project reimbursable expenses
• Prepares and maintains consultant logs
• Assists Project Managers with monthly billing, i.e. marking up batch bills in ERP Electronic Invoicing, reviewing and approving consultant invoices in PAT (Payables Approval & Tracking), and coordinating with consultants on fees and billing amounts
• Revenue or Opportunity Generation
• Assists with contracts to monitor for changes in scope to initiate additional service letters with direction from the project manager
• Understands the importance of fostering strong relationships with clients, consultants, and administrative staff

Qualifications:

• Bachelor's degree in business or related field, or an equivalent combination of education and experience
• Typically 5+ years of experience within Architecture & Engineering industry
• Proficiency in MS Office Suite, including Excel, Outlook, Word, PowerPoint and Teams
• Knowledge of Adobe software, including InDesign and Illustrator to create and edit graphic materials and presentations preferred
• Familiarity in the functionality of Deltek Vision preferred
• Experience in project management, including connecting people and resources to the right place at the right time
• Familiarity with professional services agreements, with the ability to interpret contractual language from a variety of contract types
• Strong organizational skills, with the ability to work on multiple projects at the same time * Ability to support team with a diplomatic and collaborative style, which puts value on relationships and collaboration
• Strong work ethic and eagerness to produce high quality, accurate results
• Ability to work independently, as well as part of a team, and build professional relationships with internal and external clients
• Ability to hold sensitive information with a high level of confidentiality and integrity
• Ability to communicate and present ideas in a clear, concise, and professional manner, both verbally and in writing
• Ability to anticipate, problem solve, and apply innovative solutions
• Ability to collaborate in a team environment
• Ability to effectively meet deadlines at expected quality

Travel may be required.

The information contained in this job description is intended to serve as a minimum requirement and guideline - not as a guarantee - for promotion to this level. Some additional criteria, qualifications or expectations may be required by service, sector or practice group.

If you currently work for HKS, please submit your application via the Internal Careers Portal.

HKS is an EEO/AA Employer: M/F/Disabled/Veteran