Project Administrator/Coordinator Job Listing at HOK in Toronto, ON (Job ID 3431)

Description

This role provides project coordination and administrative support to the project manager, project architect, and project team.    RESPONSIBILITIES: Under direction of the project manager, coordinates project tracking and reporting Collaborates with various staff and departments in coordinating day to day projects and reporting requirements.  Manages project filing system both electronic and paper. Serves as a contact for transfer of files, documents, drawings with external consultants and clients; manages distribution of these to the team. Under direction from the project manager, schedules and coordinates all project meetings. Ensures updates to the Deltek VantagePoint Project Management system, including work plans, identification of project team members, budget, consultants, schedule for completion, fees and costs Assists project accountant in putting together invoicing and/or joint venture fee splits where applicable. Will assist with tracking the process for obtaining fully executed consultant agreements.  May require processing comments from the project manager and consultants and obtaining comments from corporate legal department before final sign-off. On public projects, will track required MBE, WBE, and DBE consultant involvement on the project; provides timely reports to public agencies as required.  May also need to establish files and procedures for annual audits by the public agency (or agencies) involved. May attend client meetings to take meeting minutes and prepare for distribution. Develops and maintains positive relationships with clients and consultants Drafts letters to clients.  Performs word processing and data entry, as required. May perform office manager duties when project is located at a job site: May supervise support staff members Ensures office supplies are stocked, and equipment is maintained in good working order Oversees facility maintenance needs, parking and office key assignments, interface with vendors, landlord contact, etc. Takes personal responsibility for fostering a green workplace through sustainable work practices.   EDUCATION & EXPERIENCE: Equivalent of a bachelor's degree in Architecture (Masters preferred) or related field 3+ years experience in similar role, ideally with healthcare project experience For those who also provide BIM support; 3 years' experience in computer-aided design.Interest/aspiration to develop into Project Manager   SKILLS & COMPETENCIES: Proficient in MS Office, including Word, Excel and Outlook. Proficiency in Deltek Vantagepoint preferred. Proficiency in Smartsheet preferred. Detail-oriented and able to handle confidential information at the highest level. Excellent verbal and written communication, alongside interpersonal skills. Ability to work in team environment. Efficient and effective ability to meet deadlines.     OTHER: Some travel may be required. Some overtime may be required. The job duties and requirements that this document describes may be altered or supplemented at any time at the sole discretion of HOK. This position is being actively recruited for a vacant position While our HRIS system summarizes candidates resumes, a human is involved in all stages of the recruitment and selection process, including resume review