Project Administrator

Overview

About Us: Bartlett & West is an engineering, architecture, technology, and other professional services firm headquartered in Topeka, KS with 19 offices in seven states throughout the Midwest. As a completely employee-owned company, Bartlett & West has a “We Before Me” mentality. We prioritize service to our clients, communities, and each other. We’re less concerned about titles and more concerned about how each person can be supported to make the greatest impact.

 

POSITION SUMMARY:

This position will support Project Managers in the Transportation group. The position will gain intimate knowledge of the service group and provide both billable project support and non-billable administrative support to the service group. In Jefferson City, MO, this position will also support the office location with administrative duties. 

Responsibilities

Essential Functions & Responsibilities 

• Supports Project Managers as a liaison to the Marketing team with project proposal process, preparing information/documentation, typing/proofreading/editing, assembly of documents, etc. 
• Types/edits/formats/proofreads correspondence and project reports. 

• Assists Project Managers with Contract Tracking System (CTS), in uploading contracts for internal review, sending contracts to clients, and engaging with managers to ask questions, get clarification, etc. to keep requests moving. 
• Assists with general project coordination such as with utility companies, agencies and clients. 
• Assists Project Managers with scheduling and reporting project data using Deltek Vision and other project management software. 
• Edits/revises specifications from engineer redlining. 
• Prepares front end documents for project specifications under the direction of the project engineer. Coordinates/assembles specification books. 

• Prepares bid tabs. 
• Records plats and documents at register of deeds. 
• Assists with quality assurance/quality control steps/follow-ups with internal resources. 
• Supports all locations with electronic filing and record retention; supports physical location with filing and record retention also. 

• Assists with obtaining individual’s licenses, certificates, etc. and assists in renewal process and/or obtaining individual licensure/certification in new states. 
• Serves as a central resource to answer questions and handle follow-ups on various topics. 
• Invoicing Administration for designated project managers: 

• Works as a liaison between the Project Managers, biller and Finance 
• Receive/review/process sub-consultant and vendor invoices. 

• Assist the Project Manager in preparing monthly reports to accompany invoices, and assemble invoice packets. 
• Researches and follows up with aged A/R accounts. 

• Partners with Support Services to handle large printing/binding, proposals, and mass mailings to meet time sensitive deadlines. 
• Will assist other administrative staff in other service groups or corporate groups, and may delegate at times, when needed to help balance volume of workload. 

• Listen in on project meetings and prepare first draft of meeting minutes.  

 

Office Administrator Functions: 

• Greet clients/visitors to the office 
• Distribute incoming mail/responsible for outgoing mail 

• With guidance of Support Services Coordinator, responsible for company vehicle administration/maintenance arrangements 
• May provide additional administrative tasks to support the location as needed 

Qualifications

Knowledge, Skills, Abilities: 

• Effective listening, verbal, and written communication skills 
• Superior customer service skills and abilities 
• Ability to interact with employee owners at all levels within the company 
• Interpersonal sensitivity 
• Effective problem identification, analysis and resolution skills 

• Developed organizational and time management skills 
• Proficient with Microsoft Office Suite with ability to learn other software as needed 
• Ability to embrace new technologies and processes 
• Exhibits initiative, responsibility, and flexibility 
• Possesses unquestioned integrity, ethics, and the values appropriate for the company’s culture 

• Ability to work independently and within a team successfully 
• Detail oriented 
• Success in working in a multi-task environment 
• Ability to maintain confidential information 

 

Education: 

High school diploma or equivalent re