Project Administrative Assistant

Join our team at TowerPinkster and open a new door to an amazing career!  TowerPinkster, an architecture, engineering and interior design firm based in Michigan, Indiana, and Kentucky,  is looking for a talented Project Administrative Assistant to support our Project Team.  This position is responsible for providing administrative support to assigned Project Teams and providing backup in the absence of other Project Administrative Assistants.

Position responsibilities + EXPECTATIONS

• Assist with proposal letters and requests for proposal letters.
• Assist in new project set-up.
• Project file set-up, filing, and project file archiving.
• Update project schedule as directed.
• Schedule meetings as required.
• Agenda processing including distribution.
• Organizes project timelines and follow-up.
• Process Meeting minutes, follow up, and distribute.
• Attend project and/or team meetings as required, and draft meeting minutes as assigned.
• Update internal project budget documentation as directed.
• Monitor project design schedule looking ahead for forms/documents.
• Prepare and maintain project documents as assigned including scanning and electronic filing.
• Prepare AIA contract documents as requested.
• Prepare, process, distribute, and file consultant purchase orders and invoices.
• Update the calendar and provide reminders as requested.
• Assist in coordination and tracking of shop drawings, pay applications, change orders, addenda, and bulletins.
• Assist in the publication of contract documents to consultants, CMs, and authorities having jurisdiction.
• Back up in the absence of other Project Administrative Assistants.
• Other Duties as assigned.

• Two to four years of professional experience in A/E or construction firm as an Administrative Assistant and/or Project Administrative Assistant preferred.
• Strong working knowledge (advanced level) of Microsoft Word and Excel.
• Must be very organized and able to multi-task.
• Excellent oral and written communication skills.
• Must exhibit a professional demeanor.
• Ability to contribute effectively to a team environment.
• Practice honesty in all actions.
• Follow through on commitments assigned.
• Demonstrate accuracy and thoroughness.
• Display commitment to quality work and look for ways to improve quality.
• Contribute to a positive team spirit.
• Put the success of the team above your own interests.
• Exhibit good listening and comprehension skills and patience with understanding needs.
• Expresses ideas and thoughts both verbally and in written form.
• Adapt easily to changes in work style.
• Follow-up on completion status.
• Keep others informed using appropriate communication methods.
• Take independent actions.
• Look for opportunities and seek increased responsibilities.
• Undertake self-development activities.
• Able to plan and prioritize work activities.
• Use time efficiently and effectively.
• Work in an org