Architectural Project Administrator

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.

We are currently seeking a Project Administrator to join our team. As a Project Administrator, you will provide administrative support to the project manager and project team

• Performs construction administration duties for project teams to include logging, tracking, and distributing RFIs and submittals to consultants.
• Manages day to day workflow. Requires extensive contact with internal employees and external consultants and clients.
• Inputs data into various information systems.
• Handles frequent telephone, email and personal contact with internal employees and consultants and external clients.
• Manages client and consultant contact information.
• Proactively tracks status of tasks, communicates progress, and reaches out with questions in a timely manner.
• Collaborates with various staff and departments in administrating day to day projects and reporting requirements.
• Provides project support by composing correspondence, proposals and agreements, project progress reports and invoices, performs data entry and maintains project files.
• Serves as a contact for transfer of files, documents, drawings with external consultants and clients; manages distribution of these to the team.
• Serves as meeting coordinator for client, departmental and /or office meetings.
• Assists project accountant in putting together invoicing and/or joint venture fee splits where applicable.
• Will assist with tracking the process for obtaining fully executed consultant agreements. May require processing comments from the project manager and consultants and obtaining comments from corporate legal department before final sign-off.
• On public projects, will track required MBE, WBE, and DBE consultant involvement on the project; provides timely reports to public agencies as required. May also need to establish files and procedures for annual audits by the public agency (or agencies) involved.
• May attend client meetings to take meeting minutes and prepare for distribution.
• Drafts letters to clients. Performs word processing and data entry, as required.
• Takes personal responsibility for fostering a green workplace through sustainable work practices.

#LI-Hybrid

Many of our roles require the use of specific software. Please refer to the Required and Preferred Software & Skills for details.

HOK invests in its people and communities, supporting both personal and professional growth through every stage of life. At HOK you'll have a hybrid work environment, 10 paid holidays (including 2 floating holidays) and a minimum of 4 weeks of paid time off with a cash out option. HOK offers comprehensive medical, dental, and vision coverage, free mental wellness resources, life and AD&D coverage and short and long-term disability benefits. HOK supports your growing family by offering 4 weeks of paid parental leave and fertility coverage. HOK helps to fund your future financial needs with matching contributions to our 401(K) plan which includes a well-rounded investment menu as well as free guidance on retirement planning.

Wherever you are in your career, HOK provides opportunities to learn, develop and utilize your skills. Continued learning is promoted through financial support and study prep for licensure exams, CEU credit opportunities, mentorship programs, and paid professional memberships. To learn more about designing your career with HOK, explore our current job openings.

HOK is an EOE, including disability/vets.