Senior Project Administrator

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Join a team where design meets purpose. At RLF, our mission is to create high-performing environments that inspire and nurture the human spirit. For over 90 years, we have been a nationally recognized architecture, engineering, and interior design firm. With a focus on healthcare and federal projects, we deliver impactful, innovative spaces that shape communities and improve lives. We create exceptional places for extraordinary people.

We’re a passionate, collaborative team that values excellence, relationships, and fun. If you're looking to make a difference through meaningful work, let’s build something great together.

The Senior Project Administrator will work closely with Project Managers (PMs), Architects, Engineers, and consultants to provide critical operational and administrative support on multiple complex projects. This role ensures the smooth coordination of documentation, scheduling, reporting, and project communications from planning through construction.

Responsibilities

• Provide support throughout the project lifecycle.
• Assist PMs in executing project action plans and monitoring budgets, schedules, and deliverables to ensure alignment with project scope and timelines.
• Assist with project setup and closeout tasks, including milestone tracking and final documentation organization.
• Serve as a liaison between project teams, consultants, and contractors to facilitate timely communication and task completion.
• Maintain project records in accordance with company and client standards.
• Ensure accurate project data entry across platforms (e.g., VantagePoint, Proj Net/DrChecks).
• Administer project documentation including submittals, meeting minutes, and schedules.
• Coordinate and maintain project documentation in both electronic and hard copy formats. Responsibilities include collecting documentation, coordinating with project team members, assembling project manuals, burning CDs, and organizing files through proper importing, storing, and tracking methods.
• Provide effective communication and coordination of project submittal documentation, including assembly and quality control at each project phase.
• Assemble and prepare design submittals and RFP packages for timely delivery to clients. Tasks include organizing mailings from print vendors, preparing packages, and arranging UPS shipment.
• Proofread, edit, and format project documentation at the request of project managers and team members.
• Manage server-based file systems in alignment with project filing protocols.
• Create and manage project-related data using Microsoft Office (Word and Excel), with an emphasis on advanced features for formatting, editing, and layout.
• Leverage PDF software tools (Adobe, Bluebeam) to complete forms, combine files, enter and bookmark data, and support project documentation.
• Maintain and coordinate project schedules, including calendar management in MS Outlook, resource tracking in Deltek VantagePoint, and ongoing updates to task lists and milestones to support project delivery.
• Support Project Managers with budget and invoicing tasks, including monitoring project spending and generating reports using internal systems.
• Mentor junior administrative staff and help standardize project admin procedures firmwide.
• Flexibility in work hours, including occasional extended hours, may be required to meet project deadlines and business needs.
• Other duties as assigned.

Requirements

• High School Diploma. Associate or bachelor’s degree preferred.
• Minimum of five years of experience in a project administration role within an architecture, engineering, or construction environment.
• Strong understanding of A/E industry workflows, terminology, and document types.
• Excellent attention to detail, problem-solving, multitasking, and organizational skills.
• Proven ability to manage competing deadlines across multiple active projects in a fast-paced environment.
• Excellent written and verbal communication skills.
• Collaborative mindset and…