We are seeking a Project Administrator to join the Management and Policy Planning Services (MAPS) team at our headquarters office. Our team provides community outreach, strategic planning, organizational development and agency policy planning services in the fields of land use, transportation, water, parks and recreation, public health and social welfare.
You will work closely with senior staff to support their ability to manage projects and deliver high quality work products in a dynamic environment. You’ll assist with individual project accounting and reporting and will manage detailed reporting of team results. You’ll also help with set-up and monitoring of project budgets, monthly invoicing, contract coordination and tracking, monitoring sub-consultant invoices, and other related project support activities.
This position will also be responsible for managing and creating systems that support the efficient performance of the group as a whole. This includes, but is not limited to: managing workload capacity, assisting with expense reports and travel arrangements, completing monthly sales reporting, monitoring timesheets, assisting in business development activities, and coordinating with the business office and staff in other divisions. The person in this position will also interact with clients, agency officials, outside vendors and others.
Additionally, the Project Administrator will successfully support the delivery of high quality work products by assisting with formatting documents, proofreading, document production and related responsibilities. This person will also provide support for client meetings by assisting with scheduling, meeting logistics, room-set-up, refreshments, and related tasks. Please note that this position requires the ability to lift up to 25 pounds in order to assist with meeting support, workshop supplies and equipment when needed.
We are seeking someone who is professional, organized and driven while maintaining the capacity for flexibility and adaptability in meeting the changing needs of multiple team members and shifting project deadlines. Excellent communication skills, effective attention to detail and a strong sense of accountability are necessary, along with a willingness to make a difference and get the job done.
Specific requirements include:
- High level of proficiency in Microsoft Word and Excel
- Excellent proofreading and document production skills
- Ability to effectively prioritize responsibilities while managing and implementing systems to help the department function efficiently
- Strong interpersonal and relationship-building skills, positive attitude and a proactive willingness to learn