Project Administrator & Office Administrator

At Salas O'Brien, we're dedicated to engineering for impact. Our mission to make a difference is at the core of everything we do, from our projects to our team culture. We strive to embody values of inspiration, achievement, and connection, fostering collective ownership and a sustainable future.

Established in 1975, Salas O'Brien is an employee-owned engineering and professional services firm focused on creating impact for our clients, team members, and the world. We know that today’s challenges bring tomorrow’s opportunities, and we’re here to design innovative, lasting solutions.

We specialize in creating environments where people connect, perform, and thrive. Our team consults on projects ranging from performing arts centers and universities to corporate campuses, cultural venues, and entertainment destinations. By integrating technology, acoustics, lighting and theatre systems, we help clients deliver experiences that inspire and engage.

The Project Administrator / Office Administrator plays a key role in supporting both project delivery and daily office operations for our Acoustics, Technology, and Specialty Consulting teams. Approximately 80% of this role is dedicated to project administration activities that support Project Managers and design teams in the successful delivery of consulting projects within the architecture, engineering, and construction (AEC) industry. The remaining 20% focuses on office administration responsibilities that help maintain an efficient, organized, and welcoming workplace environment.

The successful candidate will be a highly organized, detail-oriented individual who enjoys working with multiple project teams, managing information, and supporting people in a fast-paced professional environment. Familiarity with the AEC industry and the design and construction process is desired but not required.

• Assist Marketing, Finance and the design team in tracking projects from inception to close-out.
• Assist project managers with project tracking in Wrike (our project management software).
• Attend weekly internal workload meetings.
• Lead document tracking and electronic filing of RFIs and Submittals.
• Maintain project contact lists and distribution lists.
• Assist with project release coordination, including spec formatting and document uploads.
• Assist with deliverable checklists and internal QA/QC coordination.
• Help coordinate project closeout tasks, record documents, and file archiving.

• Serve as the primary point of contact for day-to-day office administrative needs.
• Manage office supply inventory and coordinate purchasing of office supplies and consumables.
• Coordinate incoming and outgoing shipping, courier services, and package distribution.
• Act as the liaison between office staff and building management for facility-related issues.
• Coordinate office safety programs.
• Welcome and assist visitors, clients, vendors, and interview candidates, ensuring a positive office experience. Coordinate Lunch & Learns with vendors.
• Coordinate office events, team gatherings, and employee engagement activities.
• Help maintain a professional, organized, and functional office environment.
• Support employee onboarding activities, including workspace preparation and coordination of office resources.

• Positive attitude and outgoing personality
• Understanding of the AEC design and construction process is desired
• Strong organizational and time management skills
• Good communication skills (written, email, messaging)
• Excellent attention to detail
• Proficient in MS Office (Word, Excel, PowerPoint, Teams)
• Experience with Adobe Acrobat and…