As Project Administrative Office Engineer, you will provide advanced administrative support to operations, administration, and management for commercial real estate projects with direct accountability for project delivery. This role supports program managers, project directors, project managers, project controls personnel, estimators, and technical teams by coordinating schedules, maintaining project and program documentation, tracking action items, supporting reporting activities, and ensuring compliance with the account processes and governance.
The ideal candidate is highly organized, detail oriented, and capable of managing multiple priorities in a fast-paced environment while collaborating with internal and external stakeholders, leadership teams, clients, and project teams.
This is remote role that may require occasional travel.
What you’ll do
- Support day to day program operations and administrative activities.
- Support Project Management team to manage all facets of project management (budget, schedule, procurement, quality & risk) for individual commercial real estate projects including planning, design, construction, occupancy, and closeout.
- Maintain program documentation, records, correspondence, and project files. May implement project documentation governance aligned with company and client requirements. Ensure project data integrity and documentation are accurate, timely, and coordinated.
- Coordinate meetings, workshops, briefings and stakeholder engagements. Prepare meeting agendas, capture meeting minutes, and track action items through completion.
- Assist with onboarding team members and maintaining distribution lists.
- Track the progress of each project against goals, objectives, approved budgets, and approved timelines. Reports status and variances. Assist with crafting action plans to meet objectives, budget, and schedule.
- Communicate with other program controls disciplines and with program delivery to effectively coordinate controls.
- Coordinate with the Delivery Director to ensure resource requirements are appropriately communicated and coordinated.
- Prepare and coordinate delivery schedules to facilitate planning the work.
- Facilitate communication across multiple projects and program domains.
- Support preparation of executive presentations and briefing materials.
Documentation and Configuration Management
- Maintain program repositories, document libraries, and records management systems.
- Ensure proper version control of program documents and deliverables.
- Coordinate document reviews, approvals, and distribution.
- Coordinate Site Visits, including, surveys and site preparations.
- Support compliance with organizational documentation standards and the account governance processes.
- Apply general knowledge of standard principles and techniques/procedures to accomplish assigned tasks and address routine problems.
- Have a broad understanding and knowledge of your field and some knowledge of several job subject areas within the function.
- Lead by example and model behaviors that are consistent with company RISE values. May convince others to reach an agreement. Explain complex information to others in straightforward situations.
- Impact the quality of own work and the work of others on the team.
- Work primarily within standardized procedures and practices to achieve objectives and meet deadlines.
- Other duties as assigned.