Project Administrator/Coordinator

HOK is a collective of future-forward thinkers and designers who are driven to face the critical challenges of our time. We are dedicated to improving people’s lives, serving our clients and healing the planet. Together, we cultivate a culture of design excellence at the confluence of art and science, blending the power of creative expression with a clear sense of purpose.

Responsibilities

Under direction of the project manager, coordinates project tracking and reporting.

Collaborates with various staff and departments in coordinating day-to-day projects and reporting requirements.

Manages the project filing system, both electronic and paper.

Serves as a contact for transfer of files, documents, and drawings with external consultants and clients; manages distribution of these to the team.

Under direction from the project manager, schedules and coordinates all project meetings.

Ensures updates to the Deltek VantagePoint Project Management system, including work plans, identification of project team members, budget, consultants, schedule for completion, fees and costs.

Assists the project accountant in putting together invoicing and/or joint‑venture fee splits where applicable.

Tracks the process for obtaining fully executed consultant agreements; processes comments from the project manager and consultants and obtains comments from the corporate legal department before final sign‑off.

On public projects, tracks required MBE, WBE, and DBE consultant involvement; provides timely reports to public agencies as required, and establishes files and procedures for annual audits by the public agency (or agencies) involved.

May attend client meetings to take minutes and prepare distribution materials.

Develops and maintains positive relationships with clients and consultants.

Drafts letters to clients and performs word processing and data entry as required.

May perform office manager duties when the project is located at a job site:

May supervise support staff members.

Ensures office supplies are stocked and equipment is maintained in good working order.

Oversees facility maintenance needs, parking and office key assignments, interfaces with vendors, and acts as a landlord contact.

Takes personal responsibility for fostering a green workplace through sustainable work practices.

Education & Experience

Equivalent of a bachelor’s degree in Architecture (masters preferred) or related field.

3+ years of experience in a similar role, ideally with healthcare project experience.

For those who also provide BIM support: 3 years’ experience in computer‑aided design.

Interest/aspiration to develop into a project manager.

Skills & Competencies

Proficient in MS Office, including Word, Excel, and Outlook.

Proficiency in Deltek VantagePoint preferred.

Proficiency in Smartsheet preferred.

Detail‑oriented and able to handle confidential information at the highest level.

Excellent verbal and written communication, alongside interpersonal skills.

Ability to work in a team environment.

Efficient and effective ability to meet deadlines.

Other

Some travel may be required.

Some overtime may be required.

Benefits We offer a comprehensive benefits plan, including medical, dental, vision coverage; GRSP savings plans; disability, life and accident insurance; and paid time off (PTO). Flexible work schedule with the option to work from home on Mondays and Fridays.

We are an equal opportunity employer and encourage applications from all qualified individuals, including those from diverse backgrounds and individuals with disabilities. If you require accommodations during the recruitment process, please let us know.

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