Project Administrator, Architecture

Are you ready to join a growth-oriented team where creativity meets innovation? At Ware Malcomb, we are a dynamic and forward-thinking design firm committed to pushing the boundaries. Our team-oriented, collaborative approach ensures that every project is a blend of visionary design, seamless project delivery, and we are actively engaged with both the community and the industry. Discover our vibrant culture to get an inside look into life at Ware Malcomb and the programs we offer.

As a Project Administrator at Ware Malcomb, you will be responsible for supporting the daily functions of the architecture project team by providing project management administrative and accounting assistance. You will partner with Project Managers and Operations managers to oversee project documentation, ensure organized and up-to-date records, and provide administrative support to project teams from award through closeout.

Your Role

* Lead project document control efforts, coordinating the flow of RFIs, submittals, addenda, ASIs, design deliverables, and other construction documentation

* Maintain accurate and organized project records in alignment with established document control standards and project controls procedures

* Process and perform data entry in Deltek Vision/Vantagepoint accounting software

* Support project controls functions by assisting with billing, opening new projects, creating budget reports, and tracking financial documentation

* Maintain project schedules, monitor deadlines, and update dashboards to support overall project controls and reporting efforts

* Process consultant invoices in Ele Via and coordinate with consultants regarding billing and required revisions

* Act as liaison between the project team and Accounting to ensure alignment of project financial controls

* Coordinate with the project team to initiate plan check processes and obtain submittal requirements

* Prepare city submittal forms, schedule appointments with city officials, and assist with stamping or sealing drawings as required

* Prepare meeting minutes, punch lists, and maintain submittal logs to ensure comprehensive document control

* Coordinate job site visits with clients and building managers

* Additional duties and miscellaneous project controls support as needed

Qualifications

* 3-5 years minimum experience working in architectural, interior design, construction, or related fields; general contractor experience strongly preferred

* Must have experience with Microsoft Office applications; experience with Deltek Vision/Vantagepoint software a plus

* Excellent communication skills, written and verbal, are essential

* Ability to handle multiple tasks at one time

* Detail-oriented individual who emphasizes accuracy is essential

* Well-organized and thorough are essential traits of the individual

* Experience with billing and completing payment applications is a plus

This is a full-time, long-term position.

Established in 1972, Ware Malcomb is a dynamic, forward-thinking commercial real estate design firm providing professional architecture, interior design, civil engineering, branding, building measurement, structural engineering and MEP engineering services to clients throughout the world. With office locations throughout the United States, Canada, Mexico and Brazil, the firm specializes in the design of office, industrial, science & technology, healthcare, multifamily, retail, hospitality and public/institutional projects.

The firm is also ranked among the top 10 Architecture/Engineering firms in Engineering News-Record's Top 500 Design Firms and the Top 30 Interior Design Firms in Interior Design magazine's Top 100 Giants. For more information, visit