Receptionist and Project/Administrative Coordinator

Company: Brown and Caldwell

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General Information
US-WA-Olympia
N/A
Not Specified
Part-Time
At least 2 year(s)
Not Specified
False
False
Job Description

Our Olympia, WA office (located near the farmer’s market and Port of Olympia) has an exciting opportunity for a part-time Receptionist and Project/Administrative Coordinator.  We are seeking a motivated person who enjoys multi-tasking and learning on the job.  The position provides a variety of clerical, administrative, and project support functions as outlined below. 

The Receptionist portion of the role includes being responsible for the day to day administrative support of the Olympia office.  Specific responsibilities include:

  • Perform assignments of confidential nature for functional groups and managers.
  • Plan, organize, and schedule work within guidelines
  • Understand, implement, and adhere to corporate policies related to finance, cost control, project delivery, safety, and quality assurance
  • Answer phones, greet clients and guests
  • Schedule meetings and make travel arrangements for staff
  • Run errands as needed
  • Order office supplies
  • Organize office and supply room
  • Operate office equipment and machines
  • Manage incoming and outgoing mail and packages
  • Research, including searching of B&C resources, regional, city/county resources, other government agencies, and other sources
  • Data entry
  • Provide marketing support (putting together SOQs and assisting with RFP and RFQs)
  • Write and edit correspondence and meeting minutes
  • Format and word process complex documents, reports and contracts, including text, tables, spreadsheets, graphics and other diverse content
  • Proofread reports, records, and other data for accuracy
  • Perform related duties as assigned
  • Process Accounts Payable, manage project invoicing
  • Liaison and provide local support for the Seattle IT group (trouble shoot as directed by IT staff)
  • Support Seattle Health and Safety staff through coordination with Olympia staff resources to ensure compliance

    •  

    The Project/Administrative Coordinator portion of the role includes assisting Project Managers and other members of the Project Coordination team to help manage and coordinate projects from start to finish.  Specific responsibilities include:

  • Project Setup:  Draft contracts/subcontracts and amendments, help Project Manager set up the Project Management Plan, create contact list, set up and maintain project files (electronic and paper), request certificates of insurance.
  • Ongoing Project Needs:  Assist with daily project needs, update equipment lists and design issues logs, maintain project calendars and schedules as needed, log construction submittals and RFIs.
  • Project Budgets/Invoicing:  Become familiar with project costs and budgets, track budgets and invoices of sub-consultants, print weekly accounting reports and monitor potential budget overruns, assist Project Managers with setup of initial budgets. Help process Accounts Payables and manage the status of project invoicing. 
  • Project Correspondence:  Draft letters and review for grammar/spelling/format, create transmittals/cover letters, file emails in electronic files and print them out for hard copy files.
  • Project Meetings:  Coordinate with project managers, clients and subconsultants to set up meetings; reserve conference rooms; set up projectors/flipcharts; order food; attend meetings and take minutes.
  • Project Deliverables:  Coordinate production of reports, specifications, etc., with outside printer or take care of in-house copy jobs depending on deadline; review deliverables for spelling/grammar/format; create pdf files and burn CDs to send to client.
  • Project Closeout:  Collect materials from project team for the project file, coordinate archiving.
  • Miscellaneous Project Work:  Transport/deliver documentation as needed, track submittals and RFIs, scan documents, download photos, update databases, create graphs/spreadsheets, research topics on the internet, provide word processing and photocopying support.
    • Job Requirements
  • High school degree plus 5+ years experience in a professional office setting
  • College graduate with a minimum of 2 years of experience in project management/coordination in the architectural and engineering field preferred
  • Experience in the construction management field (dealing with RFIs, change orders, and submittals) a plus
  • Must be proactive, self motivated, able to multi-task, prioritize, work both independently and in a team environment, and under deadline pressures
  • Coordination and organization skills essential
  • Knowledge of organizational operations and procedures essential
  • Exposure to accounting software (i.e. Quickbooks, Quicken, TABS, etc.) desired
  • Candidate will be proficient in Microsoft Word, Excel, Outlook, and Power Point
  • MS Project and Access skills are a plus
  • Good communication skills (written and verbal) are essential
  • Technical editing/writing experience a plus
  • Some level of basic IT functions a plus
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