Project Administrator – Smart Buildings

🔥 19 hours ago

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CannonDesign

WebsiteLinkedInAll Job Openings

1001 - 5000 employees

🏢 Enterprise

🏠 Real Estate

🤝 Non-profit

Enterprise • Real Estate • Non-profit

CannonDesign is a forward-thinking design firm dedicated to creating impactful solutions that enhance people, organizations, society, and the planet. With capabilities in designing buildings and spaces, fostering cultural and strategic transformations, creating immersive and branded experiences, and promoting sustainable futures, CannonDesign helps clients seize significant opportunities. Their projects range from designing spaces for innovation and healthcare to creating immersive environments that promote inclusion. Committed to advancing the world's infrastructure, CannonDesign operates with a mission to implement strategic plans and frameworks that uplift environments and communities. Recognized as one of the most innovative companies globally, they drive initiatives towards sustainability, equity, and transformation across various sectors.

📋 Description

• Provide administrative support to project team members and leadership. • Coordinate with internal and external team members to obtain and collate project updates, deliverables, and weekly recaps to prepare weekly project status email. • Organize and set up onsite/virtual project meetings as needed and coordinate scheduling across internal staff and external client representatives. • Serve as the primary coordinator for meeting documentation by capturing notes, coordinating SME review, and distributing finalized summaries and action items. • Ensure client-facing reports meet standards by coordinating inputs, proofreading, formatting, and serving as a final quality checkpoint before delivery. Support proposal and contracting efforts. • Prepare team memos and presentations. • Review, research, and respond to consultant statements, including working with accounting to resolve issues. • Support the Practice and Operations leaders in reviewing project/program performance. • Assist Project Managers in the review/approval of consultant invoices. • Monitor flow of all processes across the program/project and provide research and feedback as necessary. • Assist the Principals and Project Managers in the development of fees during proposals. • Prepare complex spreadsheets and data analysis using Excel and Power BI. • Assist with project staffing data in Deltek Vision Project/Resource Planning. • Maintain records for financial status of projects. • Work with individual Project Managers to prepare approvals for additions to scope of work and approve and process payables for services. • Set up and maintain project files according to firm standards. • May assist with other marketing-related tasks including proposal presentations when requested. • Serve as the “librarian” for Smart Buildings processes, procedures, templates, and documentation by organizing, maintaining, and continuously improving access to internal resources and standards. • Work with practice leaders and subject matter experts to document and formalize workflows, templates, and internal guidance materials. • Support team onboarding by helping new staff become familiar with Smart Buildings tools, templates, workflows, and resources. • Assist with offboarding coordination for Smart Buildings tools, documentation, and resource access. • Support operational reporting by gathering and organizing project and operational data and assisting with the creation and refresh of dashboards and reports using Excel and Power BI. • Maintain and distribute operational dashboards and reporting outputs.

🎯 Requirements

• High School Diploma required. Associate’s degree preferred. • Minimum of 4 years of experience performing in related roles required. • Experience working in the architecture/engineering/interior design industry preferred. • Strong verbal and written communication skills as well as presentation skills. • Ability to work in a team setting, strong time management and organizational skills. • Ability to handle multiple projects to meet required deadlines. Accuracy / Detail-oriented and ability to follow through on a timely basis. • Strong proficiency in Microsoft Office Suite including word, excel and PowerPoint. • Procore and Newforma software experience a plus. • Experience with video and audio meeting technologies. • SmartSheet schedule development experience preferred. • Interest in the architecture, engineering, and built environment technology space is strongly preferred.

🏖️ Benefits

• medical, dental and vision coverage • flexible spending account options • voluntary insurances • paid time off • flex-time schedules • remote work options • 401k plan • employee perk programs