Job Description:
What We're Looking For:
Barge Design Solutions is currently seeking to fill the position of Project Administrator in our Birmingham office. This ideal candidate will be a problem solver by nature, be detail-oriented, and enjoy producing analytical reporting. This position will be a true collaborative partner providing a variety of project management and administration support to Project Managers including preparing and maintaining PM deliverables, financial documents for project tracking/billing, updating logs and meeting agendas/notes for documentation. This position also provides administrative and clerical assistance to Business Services positively impacting the local employees, guests, and visitors.
Responsibilities:
- Enters new projects into BST (accounting) system
- Develops and maintains project plans
- Distributes and tracks budgets for multiple departments over the duration of project
- Updates earned value/accruals through reporting, communication with discipline leads and project managers monthly
- Organizes monthly billing reports
- Sends and tracks invoices for payment
- Prepares and runs project status meetings - tracking and reporting on required action items
- Collaborates with project managers and project team to define and communicate project specific procedures and forms (quality documentation, special project requirements, etc.)
- Compiles and prepares design meeting agendas and minutes
- Edits and assists with development of project specification packages
- Assists with management of design documentation files, assembly of deliverables and documents quality reviews
- Manages and maintains construction submittal logs
- Manages multiple deadlines, deliverable packages, and project requirements for project teams
- Supports multiple project managers and design teams
- Provides administrative support for Business Services carrying out tasks to support departmental initiatives in alignment with Barge strategic initiatives.
- Carries out a task associated with services performed within a department (such as conference management, writing press releases for review, answering various benefit questions, or other various administrative tasks associated within each department).
- Carries out departmental tasks assigned by manager to facilitate coordination of departmental services with various offices or by business unit.
- Advise employees on appropriate resources and processes to ensure questions are resolved. This includes providing general answers and follow-up about the department's practices to employees.
- Assist the department providing suggestions, coordination, and planning for various communications driving strong communication and company engagement, understanding, and adoption of information.
- Assists in coordinating meetings, conference calls, and events, within a department providing planning and assistance to ensure appropriate logistics such as accommodations, catering, technical assistance to include A/V support, vendor & guest coordination are executed and meet the needs set forth by leaders and managers. Also assists in planning portions of companywide events.
- Interact and coordinate departmental deliveries with vendors. Assists in storing and/or distributing materials.
- Provides front desk back up support during lunch breaks or requests for time off.
- Assist with department with time sheets and expense reimbursement requests.
- Coordinates with various department vendors for payment setup and reimbursement. Submit to Accounting for payment.
- Facilitates filing of various departmental documents learning document retention requirements.
Education & Experience Qualifications:
- Two-year degree in business administration, accounting, business management, marketing, communications, with 2 years of relevant office or business administration experience. Other relevant combination of education and/ or experience may also be considered.
- Strong attention to detail in composing, typing, and proofing materials within deadlines.
- Ability to work in a fast-paced environment with demonstrated ability to manage multiple activities establishing priorities and executing items with a sense of urgency.
- Strong interpersonal and communication skills.
- Ability to handle sensitive and confidential information and situations.
- High level of demonstrated poise, tact, and diplomacy.
- Knowledge of typical office administrative procedures and processes.
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and other programs and platforms.
Why join us?
Barge Design Solutions, Inc., is an engineering and architecture firm with diverse in-house multidisciplinary practice areas. The employee-owned company is more than 550+ people strong and serves clients nationwide from multiple U.S. locations. Barge is ranked on Engineering News-Record (ENR)'s Top 500 Design Firms and Architectural Record's Top 300 Architecture Firms and is a certified Great Place To Work®.
Our primary purpose for being in business is ultimately to create a better life by unleashing the potential of our people, clients and communities. This purpose is supported by our company's core values because at the end of the day, Barge CARES:
- Collaborate - Help and expect help. Teamwork is essential in what we do.
- Authentic - Honesty, integrity and trust are at the heart of everything we do. We are who we say we are.
- Responsible - We are accountable for our work, our attitude, and our actions. We make Barge better.
- Excellence - We go all in and expect more of ourselves than others expect of us.
- Service - We are humble. We use our gifts in service of others.
We believe that if we are living out our purpose for being in business and integrating our values into everything we do, we will ultimately achieve our vision to be the firm best known for being selected when it matters most.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status or on the basis of disability. Equal Opportunity Employer/Veterans/Disabled
