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Project Support - Boston

As part of the administrative support team, project support members are responsible for organizing, coordinating and prioritizing project assignments to meet the needs of project teams.

 

Responsibilities:

  • Act as the point of contact and provide proactive support for teams.
  • Work directly with Business Development Manager to ensure communication between Principals and Project Teams.
  • Act as a liaison with the client and consultants.
  • Answer staff questions, be resourceful and point individuals in the right direction as needed.  
  • Provide IT support on an as needed basis for teams. i.e. format issues, computer technical issues, etc.
  • Maintain project team calendars.
  • Distribute materials – physically and/or electronically.
  • Provide Construction Administration support such as posting of drawings, filing, logging in and distribution of Submittals, Bulletins, etc.
  • Coordinate project documentation – i.e. proposals, contracts, and additional services letters.
  • Type, format and proofread correspondence, including but not limited to meeting notes, agendas, and field reports, etc.
  • Coordinate travel with travel agent.
  • Assemble presentation materials as needed.
  • Schedule meetings – reserve conference rooms and audio visual equipment, coordinate refreshments, set-up video conferencing or web based meeting software, as necessary.
  • Assemble schedules.
  • Perform basic research.
  • Enter client contacts into Deltek and link to Newforma Project Team.
  • Back up other Project Support staff.
  • Provide Switchboard relief.
  • Other duties as requested by Human Resources and Administrative Support Leader.

Supervisory Responsibilities:

  • None; however, may lead, train, or participate in work team assignments.

 

Qualifications:

  • College degree in design field or similar preferred.
  • Highly proficient in MS Office programs and Outlook.
  • Familiarity with Newforma, Deltek, OpenAsset, Photoshop, InDesign, and Illustrator are a plus.
  • Experience in office environment preferred.
  • Understanding of concepts, practices and procedures in the design profession are a plus.

 

Skills and Attributes:

  • Clear, professional phone voice.
  • Flexible, ability to take direction well and adapt to change.
  • Respect for confidentiality and discretion.
  • Strong interpersonal and organizational skills.
  • Ability to manage priorities appropriately.
  • Strong verbal and writing skills are required.
  • Graphic sensibility and layout ability are a plus.
  • Proactive work style.
  • Capable of working in a deadline driven environment; time management and scheduling skills.
  • Ability to develop an understanding and respect for the firm’s brand.
  • Work well independently and / or as part of a team, holding self and others accountable.
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