Project Specialist

Position Responsibilities

• Draft fee proposals, project memos, correspondence, contracts, and schedules for professional services.
• Generate project accounting and labor reports.
• Prepare marketing related efforts.
• Schedule client meetings and record meeting minutes for review by Project Manager.
• Prepare billings to ensure payment compliance, set up projects in accounting systems, and maintain work plans in Vision for review with Project Manager and Project Accountant.
• Maintain records of certificates of insurance, both internally and externally.
• Facilitate progress action items during Construction Documents (CD), tender, and Construction Administration (CA) phases.
• Maintain, review, update, and archive project data in hard copy files, network drives, Google Drive, Salesforce, Open Asset, and other mediums.
• Identify, organize, and implement independent administrative projects, meeting deadlines.
• Maintain multiple schedules, both individual and project specific.
• Complete expense reports, time cards, and team travel arrangements.

• Desirable bachelor’s degree.
• Minimum 2 years of professional office experience working as part of a team.
• Experience in architecture, engineering, or construction highly desirable.
• Strong proofreading skills.
• Exceptional written and communication skills.
• Proven work ethic with ability to anticipate needs, serve clients, initiate decisions, and coordinate activities of others.
• Prior financial, accounting, or bookkeeping experience.
• Strong command of Google Workspace, Microsoft Word and Excel, and Salesforce.

• Medical, dental, vision, disability, and life & accident insurance.
• 401(k) matching and pre‑tax spending accounts.
• Hybrid/flexible schedules, paid family leave, paid vacation, backup child and elder care, employee assistance program.
• Professional development reimbursement for licenses, renewals, exam fees, and specialized in‑house career development.

Compensation for this role is based upon experience, qualifications, location, and education and typically ranges from $70,000 to $80,000.

We are proud to be an equal opportunity and affirmative action employer.