Project Administrator

Summary

This is a regular position to provide office administration and assistance for the transportation practice area.

When not assisting project managers, the position will be assisting the office manager with administrative duties for the branch office.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Assist project managers with budgets, schedules, progress meetings, and preparation of fee proposals and draft contracts. This work may include: drafting agendas, organizing meetings, preparing meeting rooms, sending out meeting reminders, taking notes, and preparing meeting summaries with action item lists.
• Direct the project and sets standards of performance, quality, services, etc., to meet client requirements.
• Communicate with external clients and team members to gather required project documentation.
• Perform data entry as needed.
• Coordinate with clients, staff, subcontractors, government agencies, and other professionals to obtain project information and facilitate projects. Prepare and route project-related correspondence internally and externally.
• Assist with coordination of DOWL’s project administration activities for client projects, which may include: project management plans, implementation of public involvement plans, project management plans, documentation of the public process, and public input on projects.
• Write and edit informational materials and sections of project reports that document the project administration process.

Some additional duties that may be required based on what group this position works in:

• Maintain and organize project files and documentation.
• Reproduce reports. Prepare electronic submittals. Adhere to company document standards.
• Organize travel and meeting logistics, including booking flights, hotels, car rentals, reserving meeting spaces, and ordering food.
• Assist Marketing, Human Resources, and other support departments as needed.
• Other duties may be assigned.

Qualifications. To be successful in this position, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Baccalaureate degree or four years college-level course work in communications, journalism, public relations, project management, or a closely related program and three years of experience in these areas, or five years of related experience in lieu of a degree will be accepted.

Certificates, Licenses, Registrations

Must have a valid drivers license and a good driving record.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to create and interpret graphs and understand statistical analysis.

Job Knowledge, Skills and Abilities

• Excellent writing and editing skills required. Ability to read, analyze, and interpret technical journals. Ability to take technical information and summarize it in a concise and accurate manner that can be understood by non-technical persons.
• Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form.
• Intermediate skills with Microsoft Office 365, including: Word, Excel, and PowerPoint. Knowledge of In Design, Photoshop, Dreamweaver, Illustrator, and other graphics software is desired.
• Accuracy, efficiency, and timeliness are essential. Ability to prioritize special projects and daily workload to ensure that all work is completed in a timely and efficient manner.
• Must be dependable, motivated, self-starter, who demonstrates excellent customer service skills and a professional demeanor
• Ability to work independently with minimal oversight once provided with general task instructions. Ability to work independently on concurrent projects with competing priorities and deadlines and allocate time and resources to meet project schedules. Ability to handle pressure, juggle multiple priorities, and respond to issues on short notice.
• Strong interpersonal communication skills are required. Ability to establish and maintain effective working relationships with clients, co-workers, government and regulatory agencies, the press, members of the business community, and the general public. Some projects may be controversial, and the position requires strong interpersonal skills to allow for calm communications even under stressful conditions.
• Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with abstract and concrete variables.
• Ability to work in the evenings (approximately 20%) and some weekends.

Physical Demands. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly required to sit. The employee is required to talk and hear. The employee is regularly required to stand; walk and use hands to finger, handle, or feel. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision and ability to adjust focus.

Work Environment. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)