Architectural Project Administrator

2 weeks ago

Fort Lauderdale, Florida, United States Stiles Full time

The Architectural Project Administrator plays a crucial role in supporting the daily functions of the Architectural division, ensuring that operations run smoothly and efficiently. This position provides a wide range of administrative support and architecturally focused services to the team, assisting project managers with limited CAD-related tasks such as creating PDFs and modifying files.

KEY RESPONSIBILITIES:

  • Exhibit flexibility and excellent interpersonal skills, with experience in project coordination, and the ability to collaborate effectively with all levels of internal management and staff, as well as external clients and professionals.
  • Provide limited assistance to the Project Manager in the coordination and production of architectural drawings generated through CAD or Revit, as directed. A foundational knowledge of CAD software is essential, with Revit experience being advantageous.
  • Carry out essential administrative duties, including general clerical tasks such as answering phones, photocopying, faxing, mailing, filing, and maintaining office supplies.
  • Manage data within SharePoint, the internal system used by Stiles.
  • Prepare activity reports for management review.
  • Maintain plan logs and updated sets of plans for various projects, coordinating updates with external parties.
  • Organize and retrieve divisional files, records, and archival documents.
  • Facilitate the organization of project managers' offices and filing systems.
  • Act as the primary point of contact for the Architecture Division, serving as a key resource for project information and communicating on behalf of the President with consultants and clients.
  • Review, compose, prioritize, and direct all general and confidential correspondence, ensuring accuracy and professionalism in all documentation released by the office.
  • Coordinate the production of proposals, contracts, and information packages, while maintaining a list of unsigned contracts and tracking their status.
  • Schedule and coordinate meetings and travel arrangements, providing reminders for office appointments.
  • Maintain calendars for all Project Managers, in addition to a Master Calendar.
  • Assist in budget preparation and handle other highly confidential information.
  • Oversee personnel attendance and timesheets.
  • Manage accounts receivable, reviewing, coding, and routing all invoices, while following up on overdue accounts. Report relevant information to the President and accounting department.
  • Participate in support staff meetings, seeking collaborative ways to standardize practices and forms across divisions.
  • Demonstrate a continuous effort to enhance operations, reduce turnaround times, streamline work processes, and work cooperatively to provide high-quality customer service. Supervise and/or undertake special projects as assigned.

EDUCATION AND EXPERIENCE:

A high school diploma (or equivalent) is required, along with a minimum of two years of experience in an office/project assistant, administrative assistant, or a similar clerical role with increasing responsibilities. Proficiency in a variety of Microsoft applications, including Word, Excel, PowerPoint, Outlook, and Access, is essential. Experience with MS Project is a plus, as is experience in an Architecture/Engineering office.

SKILLS AND ABILITIES:

Familiarity with CAD, Revit, and standard office equipment is required. A willingness to learn to read drawings and a basic understanding of AutoCAD is beneficial. The ideal candidate will be innovative and continuously seek to improve processes for efficiency and cost reduction.

CERTIFICATIONS:

A valid Florida driver's license is required.

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