Project Administrator

Project Administrator | Cincinnati

Purpose: The Project Administrator is responsible for providing general administrative support to projects, under the direction of the Market Leader, Director of Operations, Project Manager and/or Project Team, in accordance with BHDP and client standards.

• Minimum 5 years of experience
• History with an architecture firm and/or engineering firm
• Coordination with AHJ’s regarding zoning and/or permitting requirements
• Familiar with Construction Administration software such as Procore
• Well‑organized
• Personal Accountability
• Teamwork
• Customer Focus
• Flexibility
• Self‑Management

Reports to: Project Manager

• Support the project teams by performing project administration responsibilities to ensure we consistently meet BHDP and client standards and maintain documentation of project deliverables.
• Serve as a centralized resource to support BHDP’s quality processes to ensure deliverables meet client expectations.
• Assist in the project retention process so that records are available for future use and to achieve compliance requirements.

• Interpersonal Responsibilities
  • Along with the Project Manager and/or Project Team, liaises with clients and addresses project‑related questions or concerns.
  • Develops strong personal and professional relationships with potential and current clients to establish long‑term, ongoing relationships.
  • Builds productive relationships to minimize project obstacles or issues; proactively communicates project requirements and/or changes to involved parties and works to resolve any conflicts.
  • Establishes and maintains relationships with local public service representatives and licensing bodies to provide timely and stable access to permits.
  • Maintains professionalism, tact, diplomacy, integrity, and sensitivity to portray the organization positively.
• Operational Responsibilities
  • Collaborates with project management to prepare, organize, review, validate, revise, and submit proposals based upon established submission schedules, ensuring professional presentations, the accuracy of content, and confirmation that the submission meets the exact specifications required.
  • Reviews and understands the project’s plans, specifications, and requirements, and assists the Project Team in pre‑project task planning, determination of schedules, acquisition of permits, and fulfillment of pre‑project requirements.
  • Assists in keeping project managers apprised of situations creating potential project delays or losses.
  • Establishes project job folders and oversees internal project document control process, ensuring that appropriate parties possess all documentation necessary on a timely basis, including work releases.
  • Maintains historical records and organizes project documents in a systematic, controlled manner that promotes proper access and clarity.
  • Documents project progress on a regular basis and maintains archives of project milestones from beginning to completion.
  • Complies with document retention policies, ensures proper job closeout, archives documents, maintains storage logs, rotates files to facilitate storage in accordance with established schedules, and effectively serves as custodian of project documentation.
  • Monitors and tracks project specifications and changes thereto, ensuring that all specs are accurately recorded and communicated to the project team.
  • Completes, updates, and maintains Drawing Status Log. Reviews drawings for accuracy, collaborates with the Project Manager on revisions, tracks drawings out for printing, updates drawing sets, and ensures that drawings are current and available to appropriate parties.
  • Tracks project progress, collects and analyzes data, develops and maintains reports, and provides information to the project team to assist in effective project control.
  • Monitors execution and consistency of deliverables, solicits assistance as needed, and updates status reports. Ensures that client‑specific processes are documented and understood.
  • Partners with project management in researching and understanding permit requirements, submitting required documentation and payment to obtain the required permits, and providing required…