Job Description

We create transformative places of belonging and impact. We are an award-winning firm that provides architecture, interiors, planning, and urban design services for educational, residential, institutional, commercial, and civic clients. We offer a great work environment and interesting building types - including aquariums, museums, academic facilities, laboratories, libraries, student housing, and commercial residential developments, with notable projects including the AIA Headquarters Renewal, The SF Marin Food Bank, Monterey Bay Aquarium, and The Exploratorium.
We are looking for a Project and Contract Administrative Assistant with exceptional project management and communication skills to join our San Francisco or Seattle office. This role will have the opportunity to collaborate with the Seattle and San Francisco teams on projects across the Pacific Northwest and California.
As a Project and Contract Administrative Assistant, your role is to provide administrative support for projects of all sizes and levels of complexity. You are self-driven, resourceful, and detail-oriented to ensure the highest level of quality and service for our clients. Strong organizational skills, flexibility, and acute attention to detail are necessary traits. A diligent and analytical individual who is eager to take on new challenges will thrive in this position. The ideal candidate will have two years minimum experience in office administration, preferably in an architecture, construction, or engineering firm.

The primary responsibilities of this position include:
Contract Administration Assistant (50%)
Assist in executing agreements with consultants.
Coordinate meetings and facilitate discussions between internal and external teams as needed.
Contract document coordination: editing, updating, collating, emailing, and filing.
Track pending contract status and contract negotiations in database.
Ensure consultant compliance on project insurance requirements and help to maintain database of insurance certificates.
Assist with Add Service requests, short form letter agreements, and letters of authorization.
Assist with establishing office-wide standardized template agreements and letters.
Work independently to resolve issues and complete contract assignments in a timely manner.
Utilize Deltek and Newforma systems for contract management.
Perform other tasks and duties as related and assigned.
Project Assistant (50%)
Assist with consultant communications.
Assist in drafting, editing, formatting, and distributing correspondence (letters, emails, etc.), spreadsheets, and presentations.
Assist with assembling and shipping project deadline packages, production of presentation materials and renderings, receiving/archiving/returning product samples, maintaining and updating project management data, document reproduction (both in and out-of-house), graphic design, production, and printing, and special projects as assigned.
Support the Construction Administration team with logging and tracking RFIs and submittals, and maintain and update accounts within our project management software.
Track progress of multiple projects and contracts, and assist in filing and documentation.
General support of design and construction projects as needed.
Qualifications and Expectations
2+ years’ experience in an administrative function, architecture, construction, or engineering firm preferred.
Excellent verbal and written communication skills.
Highly proficient in Microsoft Office (Word, Excel, and PowerPoint).
Proficient in Adobe Creative Suite.
Knowledge of Deltek VantagePoint, Newforma and Docusign helpful.
General knowledge of the design process, construction documentation, and construction administration is a bonus.
Ability to communicate and interact effectively with all levels of management, partners, and consultants.
Impeccable attention to detail, exceptional analytical skills and follow through.
Collaborative and professional work ethic.
Courteous, approachable, and team-oriented.
Manages all work with honesty and integrity.
Functions well in a face-paced, dynamic, deadline-driven work environment.
Able to prioritize and perform responsibilities with minimal oversight.
This is an hourly position with an expectation of being in the office 2-3 days a week, subject to change according to company policy. Candidates should live in the San Francisco Bay Area or Greater Seattle Area. The position could grow to FT based on candidate's skillset and availability.
We offer a competitive benefits package including medical/dental/vision insurance with HSA, life and LTD insurance, 401K match, hybrid work, vacation and flex days, transportation benefits, and support for professional development. Salary commensurate with experience and location.
We are proud to be an equal-opportunity employer. Women, minorities, individuals with disabilities, and protected veterans are encouraged to apply.

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