Project Administrator | Brand Experience

HKS, Inc
United States, New York, New York
107 Grand St Fl Sixth (Show on map)
Mar 12, 2025
Overview: Supports Project Leadership for the experiential branding team in the efficient use of the firm's resources (people, processes and tools) and assignments with an operational administrative emphasis on project management and project accounting activities and communication while effectively supporting the firm's values. Supports Project Leadership on over 25 live projects and 20 projects at pursuit stage across several practices and offices and shares responsibility for project successes. Responsibilities: Communicates consistently with Project Managers on Salesforce data, department allocations, invoicing cycles, and project workplans Assists the Project Managers with initiation of HKS General Terms and conditions and Release Forms Sets up and maintains the project directory of all contacts to manage project opportunities in Salesforce Assists the Project Managers with project meeting management, including scheduling, preparing and distributing agendas and meeting reports, maintaining action items log, ensuring proper file organization, and following up with team on a regular basis regarding progress Assists the Project Managers in maintaining project schedule and staffing within HKS's internal project planning web-based software Assists the Project Managers to track the delivery of implementation documents through all phases of a project, including sharing/harvesting lessons learned and project impact Helps while maintaining project information in the appropriate location so all project related information is current, complete, and accessible Helps to coordinate project team interaction internally through scheduling and proper communication with guidance from the project manager and project architect, including management of overarching team calendar and associate deadlines Attends project meetings, staffing meetings and site visits as necessary Under minimal supervision, performs desktop publishing activities of both routine and advanced nature, for reports, correspondence and presentations Tracks permit submittals and assist in submittal process Advocates for accountability and continuous improvement Supports the firm's cultural values, including a commitment to quality, innovation, learning and growth Works to manage conflict effectively and encourages a healthy team environment Fosters and maintains a collaborative professional working relationship with the project team Understands the financial implications of overhead and chargeable time, including accountability to project plan and planned utilization rate Assists the Project Managers to coordinate the execution of client and consultant agreements Assists the Project Managers with the development and management of project job costs, budget and resourcing projections such as tracking and inputting department fee allocation in Vision, provided there is a workplan established by the Project Manager Assists the Project Managers on project financial performance, such as tracking invoice cycles and confirming invoices are paid current before issuing documents Understands fundamental accounting principles and the project accounting process and assists the Project Managers to update project related revenue projections Assists the Project Managers to deliver projects on time and aligned with the budgeted labor Assists the Project Managers to minimize risks, maximize value and seek means to improve efficiencies and reduce costs Assists the Project Managers to maintain accountability to project plan and planned utilization rate Assists the Project Managers in compiling information and documentation for drafting proposals, agreements, additional service letters, and in requesting new projects and additional services to be setup in Vision or ERP software Monitors project reimbursable expenses Assists the Project Managers with monthly billing as needed - such as marking up batch bills in EI, and marking up consultant invoices Assists the Project Managers with contracts Understands the importance of fostering strong relationships with clients, consultants, and staff Qualifications: Bachelor's degree in business or related field or an equivalent combination of education and experience Typically with 5+ years of experience within the Architecture industry Proficiency in MS Office Suite, including Excel, Outlook, Word, PowerPoint and Teams Knowledge of Adobe software including InDesign and Illustrator to create and edit graphic materials and presentations preferred Familiarity in the functionality of Vision or ERP software preferred Knowledge of Salesforce and its functionality Either has been or will be trained in Lean Six Sigma preferred Experience in project management preferred, including connecting people and resources Familiarity with professional services agreements Strong organizational skills and the ability to work on multiple projects at the same time Ability to support team with a diplomatic and collaborative style which puts value on relationships and collaboration Strong work ethic and eagerness to produce high quality, accurate results Ability to work independently, as well as part of a team and build professional relationships with clients Ability to hold sensitive information with a high level of confidentiality and integrity Ability to communicate and present ideas in a clear, concise and professional manner both verbally and in writing Ability to anticipate, problem solve and apply innovative solutions Ability to collaborate in a team environment Ability to effectively meet deadlines at expected quality Travel may be required. The information contained in this job description is intended to serve as a minimum requirement and guideline - not as a guarantee - for promotion to this level. Some additional criteria, qualifications or expectations may be required by service, sector or practice group. If you currently work for HKS, please submit your application via the Internal Careers Portal. HKS is an EEO/AA Employer: M/F/Disabled/Veteran