Project Administrator / Office Assistant

HOK Group Inc • Denver, CO • 2h ago

HOK is a collective of future-forward thinkers and designers who are driven to face the critical challenges of our time. We are dedicated to improving people's lives, serving our clients and healing the planet. Together, we cultivate a culture of design excellence at the confluence of art and science, blending the power of creative expression with a clear sense of purpose.

We are seeking a highly organized and proactive Project Administrator / Office Assistant to support our Denver studio and ensure the smooth operations of day-to-day project and office activities.

This position provides a blend of project administration and office management support. The role partners closely with project managers and architects to track project progress, manage documentation, and coordinate communication with clients, consultants, and contractors.

In addition, the role supports daily office operations by managing front-of-house activities, coordinating vendors and office needs, assisting with onboarding, and helping execute internal events and initiatives.

RESPONSIBILITIES

Project Administration

In partnership with the project manager and project architect, assist with various phases of project progress tracking.

Assist in the management of the Construction Contract Administration process with consultants and contractors. Reviews and tracks project RFIs, submittals, and Change Order Requests, (inbound and outbound); and ensures distribution to the team.

Collaborate with various staff and departments in administrating day-to-day projects and reporting requirements, including but is not limited to, running weekly reports, client/consultant issues tracking, and monitoring of the PQMS system and processes.

Manage project electronic filing system. Serving as contact for transfer of files, documents, and drawings with external consultants and clients.

May provide weekly status reports to project manager and team as needed.

May assist with tracking the process for obtaining fully executed consultant agreements. May require processing comments from the project manager and consultants and obtaining comments from corporate legal department before final sign-off.

May attend project or client meetings to take meeting minutes and prepare for distribution.

Office / Administrative Assistance

Manage front-of-house presence including greeting guests, receiving and directing telephone calls while maintaining a welcoming and professional office environment.

Oversee office readiness including ordering supplies, maintenance requests, new employee onboarding, and parking garage coordination interfacing with vendors, building management, and others as needed.

Provide general office support by assisting with internal and external event coordination, industry research, and philanthropic initiatives.

Schedule lunch presentations and coordinates rep visits.

Take personal responsibility for fostering a green workplace through sustainable work practices.

EDUCATION & EXPERIENCE

High school diploma. Bachelor's degree preferred.

Five years' related experience.

SKILLS & COMPETENCIES

Proficiency in Microsoft Office (Outlook, PowerPoint, Excel, Word); Adobe InDesign a plus.

Clear understanding of architectural, contract, and construction documents a plus.

Proficiency in web-based tools Trimble PS and Bluebeam a plus.

Self-starter who anticipates needs and takes initiative.

Strong organizational and time-management skills with ability to effectively meet deadlines.

Detail-oriented with ability to manage multiple priorities.

Great interpersonal skills and the ability to interact with all levels of staff.

Welcoming, friendly, professional, reliable, dependable and prompt.

Ability to work in team environment.

OTHER:

In-office attendance is required on Tuesday, Wednesday, and Thursday. Remote work is permitted on Monday and Friday; however, this position must be available to work in the office on those days if needed.

Some overtime may be required.

LI-CN1

Many of our roles require the use of specific software. Please refer to the

Required and Preferred Software & Skills

for details.

HOK invests in its people and communities, supporting both personal and professional growth through every stage of life. At HOK you'll have

a hybrid work environment

, 10 paid holidays (including 2

floating holidays

) and a minimum of 4 weeks of paid time off

with a cash out option. HOK offers comprehensive medical, dental, and vision coverage, free mental wellness resources, life and AD&D coverage and short and long-term disability benefits.

HOK supports your growing family by offering 4 weeks of paid parental leave and fertility coverage.

HOK helps to fund your future financial needs with matching contributions to our 401(K) plan which includes a well-rounded investment menu as well as free guidance on retirement planning.

Wherever you are in your career, HOK provides opportunities to learn, develop and utilize your skills. Continued learning is promoted through financial support and study prep for licensure exams, CEU credit opportunities, mentorship programs, and paid professional memberships. To learn more about designing your career with HOK, explore our current job openings.

Compensation is based on experience, qualifications, education and location. The reasonably estimated annual salary range for this position in Denver, Colorado is $55,000 - $72,000. This position is eligible for overtime. Other compensation may include a discretionary bonus.

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