Project Administrative Assistant

Marx Okubo Associates, Inc. is a national architecture/engineering/construction consulting firm that collaborates with real estate owners, investors, and lenders. They are seeking a Project Administrator who will manage job data entry, coordinate client interactions, and ensure compliance with project guidelines while performing various administrative duties. Responsibilities Entering accurate job data into Dynamics 365 Setting up the job folders Reading the contract for job specific details Ensuring the team is aware of any specific client guidelines Selecting appropriate templates Requesting documents from the client Coordinating and scheduling the site visit as needed Establishing deliverable due dates Conducting government research for the subject property Uploading documents received Completing assigned sections of the report Manipulating photos into our template Adding data from the Application for Payment to our spreadsheet template Reviewing the final product for continuity and language Converting all native documents into an electronic pdf deliverable and issuing it to the appropriate parties Creating and sending invoice(s) Being the knowledge leader on company protocols and standards Typical administrative duties such as receiving couriers, answering the phone, office and breakroom inventory Skills High school diploma or equivalent required Required Proficiency in Outlook, Word, Excel Display exceptional proofreading, editing, grammatical, content reading, and formatting skills Be able to communicate with appropriate outside parties via phone and email displaying a high degree of professionalism and confidentiality Be comfortable conducting basic research by phone and online Perform successfully in a self-directed manner as well as within a team Diligently communicate with team to meet job deadlines Respond to fluctuating work loads and changing priorities with a positive attitude Organize details for multiple jobs, multiple clients, and multiple teams Have exceptional attention to detail Continually seek to learn about our clients, building systems, real estate transactions, and how to be a valued team member Understand the nature of our business is demanding and that a certain amount of flexibility is critical, and overtime is sometimes required Must be able to remain in a stationary position 50% of the time Occasionally move about inside the office to access office machinery, collaborate with others, etc Consistently operates a computer Frequently communicates with team members. Must be able to exchange accurate information Must be able to recognize errors in written reports that may include photos and diagrams Must be able to lift up to 15 pounds at times Beneficial experience with Teams, Dynamics 365 (CRM), PowerPoint, Bluebeam, Box Benefits 100% paid health insurance premiums Up to a 30% match on your 401(k) contributions Internal growth Continuing education Mentor/mentee opportunities Competitive compensation Company Overview YOUR PROPERTY RISKS, SEEN AND SOLVED. It was founded in 1982, and is headquartered in Denver, Colorado, USA, with a workforce of 201-500 employees. Its website is