Administrative
Executive Assistant/Project Construction Administrator Assistant
About The Role
The Project Administrative Assistant is responsible for carrying out all administrative practices and processes as they relate to projects.
Required attributes include: a professional customer service attitude, ability to work in a fast-paced environment, multi-function oriented, ability to prioritize, high attention to detail, strong knowledge of MS Word, Outlook, Newforma Project Center and Konekt (knowledge of additional software, such as Procore, Autodesk Build, considered a plus).
Strong written and oral skills, ability to maintain established processes, strong time management skills, and ability to type at least 50 wpm. This position requires a minimum of five years’ administrative experience, at least three of which must have been in the A/E/C industry.
Key Responsibilities
include, but are not limited to the following
Coordination of project construction administration related processes and practices, primarily logging RFIs and Submittals into Newforma Project Center or Konekt.
Observe the mandatory maximum 48-hour turnaround for logging of RFIs and Submittals.
Preparation and distribution of weekly RFI and Submittal logs for each project in CA phase, as directed.
Collaborate with Project Managers, Project Architects, General Contractors and Consultants to assist with timely responses/reviews.
Additional CA phase documentation as necessary to assist professional staff.
Act as back up to Receptionist and other Executive Assistant(s) as necessary. Answer phones during lunch hour, greet visitors, etc.
Back-up to as required to maintain high level of service.
Distribute correspondence for studios upon request (meeting reports, field reports, specs, transmittals, letters, agendas, etc.).
Photocopying, faxing, scanning, setting up meetings, binding upon request.
Set-up conference room for meetings (order lunches, coffee, etc.) upon request.
Assist in maintaining kitchen area, and conference rooms, or making coffee when needed.
Assist in office events upon request.
Schedule project meetings with Clients, Consultants; monitor conference room calendars; try to foresee conflicts in scheduling of conference rooms upon request.
Coordinate lunches for in-house meetings/training upon request.
Assist professional staff in all their architectural needs.
Update ZCA Project Directories.
Qualifications
High school diploma or equivalent required; Bachelor's degree preferred.
5+ years’ prior administrative assistant experience. At least 3 years’ experience in the architectural design industry.
Advanced knowledge of secretarial and administrative practices and procedures.
Proficiency in MS Office: Excel, Word, PowerPoint, Teams and Outlook required. MS Project proficiency preferred.
Ability to communicate both verbally and in writing.
Ability to multi-task with organization and attention to detail.
Ability to work independently and in a team environment.
Ability to handle confidential information.
Newforma Project Center and Konekt experience and knowledge of additional software, such as Procore, Autodesk Build, preferred.
Why Ziegler Cooper Architects?
At Ziegler Cooper, we believe in the power of architecture to enrich lives and elevate the human spirit.
Our Workplace Interiors Studio partners with leading corporations, developers, and landlords to create high-performance workplaces that inspire creativity, collaboration, and productivity. This role offers the opportunity to lead impactful projects within a culture of design excellence and professional growth.
Ready To Apply?
We value unique perspectives and a strong work ethic as much as technical skills.
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