Project Administrator / Office Assistant Job Listing at HOK in Denver, CO (Job ID 3552)

Description

Project Administrator / Office Assistant We are seeking a highly organized and proactive Project Administrator / Office Assistant to support our Denver studio and ensure the smooth operations of day-to-day project and office activities. This position provides a blend of project administration and office management support. The role partners closely with project managers and architects to track project progress, manage documentation, and coordinate communication with clients, consultants, and contractors. In addition, the role supports daily office operations by managing front-of-house activities, coordinating vendors and office needs, assisting with onboarding, and helping execute internal events and initiatives. RESPONSIBILITIES Project Administration In partnership with the project manager and project architect, assist with various phases of project progress tracking. Assist in the management of the Construction Contract Administration process with consultants and contractors.  Reviews and tracks project RFIs, submittals, and Change Order Requests, (inbound and outbound); and ensures distribution to the team. Collaborate with various staff and departments in administrating day-to-day projects and reporting requirements, including but is not limited to, running weekly reports, client/consultant issues tracking, and monitoring of the PQMS system and processes. Manage project electronic filing system. Serving as contact for transfer of files, documents, and drawings with external consultants and clients. May provide weekly status reports to project manager and team as needed. May 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. May attend project or client meetings to take meeting minutes and prepare for distribution. Office / Administrative Assistance  Manage front-of-house presence including greeting guests, receiving and directing telephone calls while maintaining a welcoming and professional office environment.  Oversee office readiness including ordering supplies, maintenance requests, new employee onboarding, and parking garage coordination interfacing with vendors, building management, and others as needed.  Provide general office support by assisting with internal and external event coordination, industry research, and philanthropic initiatives. Schedule lunch presentations and coordinates rep visits. Take personal responsibility for fostering a green workplace through sustainable work practices. EDUCATION & EXPERIENCE High school diploma.  Bachelor's degree preferred. Five years' related experience.  SKILLS & COMPETENCIES Proficiency in Microsoft Office (Outlook, PowerPoint, Excel, Word); Adobe InDesign a plus. Clear understanding of architectural, contract, and construction documents a plus.  Proficiency in web-based tools Trimble PS and Bluebeam a plus. Self-starter who anticipates needs and takes initiative. Strong organizational and time-management skills with ability to effectively meet deadlines. Detail-oriented with ability to manage multiple priorities. Great interpersonal skills and the ability to interact with all levels of staff. Welcoming, friendly, professional, reliable, dependable and prompt. Ability to work in team environment. OTHER: In-office attendance is required on Tuesday, Wednesday, and Thursday. Remote work is permitted on Monday and Friday; however, this position must be available to work in the office on those days if needed. Some overtime may be required. #LI-CN1