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About the Role

This role provides project coordination and administrative support to the project manager, project architect, and project team.

Responsibilities

• Coordinates project tracking and reporting under the direction of the project manager.
• Collaborates with staff and departments on daily project coordination and reporting.
• Manages electronic and paper filing systems for projects.
• Serves as a point of contact for file and document transfers with external consultants and clients, managing distribution to the team.
• Schedules and coordinates all project meetings as directed by the project manager.
• Ensures updates to the Deltek VantagePoint Project Management system, including work plans, team members, budget, consultants, schedule, fees, and costs.
• Assists the project accountant with invoicing and joint venture fee splits.
• Tracks the process for obtaining fully executed consultant agreements, potentially processing comments and obtaining legal department sign-off.
• Tracks required MBE, WBE, and DBE consultant involvement on public projects and provides required reports to public agencies.
• May establish files and procedures for annual audits by public agencies.
• May attend client meetings to take and distribute minutes.
• Develops and maintains positive relationships with clients and consultants.
• Drafts client letters, performs word processing, and data entry.
• May perform office manager duties when a project is located at a job site, including supervising support staff, stocking supplies, maintaining equipment, overseeing facility needs, and interfacing with vendors and landlords.
• Takes personal responsibility for fostering a green workplace through sustainable work practices.

Requirements

• 3+ years of experience in a similar role.
• Ideally has healthcare project experience.
• For those providing BIM support: 3 years of experience in computer-aided design.
• Interest or aspiration to develop into a Project Manager.
• Some travel may be required.
• Some overtime may be required.

Skills

• Proficient in MS Office (Word, Excel, Outlook).
• Proficiency in Deltek Vantagepoint preferred.
• Proficiency in Smartsheet preferred.
• Detail-oriented.
• Able to handle confidential information at the highest level.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills.
• Ability to work in a team environment.
• Efficient and effective ability to meet deadlines.

Location

• Onsite (potential job site location for office manager duties)
• Remote (Mondays and Fridays)

Work Type

• Full-time
• Hybrid (Mondays and Fridays remote)

Experience Level

• 3+ years experience

Education Level

• Bachelor's degree in Architecture or related field (Masters preferred)

Benefits

• Medical coverage
• Dental coverage
• Vision coverage
• GRSP savings plans
• Disability insurance
• Life insurance
• Accident insurance
• Paid time off (PTO)

About the Company

• HOK is a collective of future-forward thinkers and designers driven to face critical challenges.
• Dedicated to improving people's lives, serving clients, and healing the planet.
• Cultivates a culture of design excellence at the confluence of art and science, blending creative expression with purpose.

Equal Opportunity

• Equal opportunity employer.
• Encourages applications from all qualified individuals, including those from diverse backgrounds and individuals with disabilities.
• Provides accommodations during the recruitment process upon request.